This position provides direct administrative level support to Dr. Clemens Scherzer and laboratory staff of the Precision Neurology Program and Center for Advanced Parkinson Research of the American Parkinson Association at Brigham & Women's Hospital. The successful candidate will have a mature, strongly positive and helpful nature, demonstrate commitment to administrative work, and have an interest in continuous learning about biomedical research and the overall nature and function of the PIs' research program. Position will interact with research collaborators, patients and philanthropic donors. The workload is extremely fast paced, heavy and complex, demanding a high level of maturity, ownership, independence, responsibility, performance, proactivity, and integrity. Excellent communication, organization, prioritization, project management and teamwork skills are a must. High proficiency with MacIntosh computers and Microsoft Office, ability to learn new applications and software quickly and some familiarity and ability to deal with newer web technologies required. Ability to stay focused, calm and professional in an open, multi-function office suite is important.

Qualifications

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Direct support to the Principal Investigator and laboratory staff in the form of correspondence, copying, filing, faxing and word processing, Fedex and other clerical duties. Coordination of calendars, travel, schedules, conferences and meetings and preparation and tracking of travel and expenses. Order office supplies for PIs and manage maintenance requests.

Provide assistance to the Investigator and his research staff in the form of production and processing of grant applications and progress reports for NIH, DoD, MJFF and other funding agencies and foundations. Responsible for preparation of administrative sections of grants and continuing applications, research descriptions, updating biosketches and other support pages. Creates timelines and works closely with other staff to ensure completion of key tasks by appropriate target dates. Responsible for coordinating submission of grant applications or progress reports for internal approval process and for ensuring accuracy and completeness of final submission to the sponsor. Maintains grant database information in "Insight" and appropriate hard and soft files.

Prepares new Data Use Agreements and ensures that renewals are processed and submitted in a timely manner. Maintains "Insight" database of Data Use Agreements.

Prepares and processes Material Transfer Agreements, Confidentiality Agreements, collaborations, etc., in cooperation with BWH Research Management staff, the PI, and external organizations.

Communicates with the Neurology Clinic Coordinator to coordinate Dr. Scherzer's clinic schedule.

Drafts job descriptions, sets up interviews and collects references for new lab personnel. Posts job descriptions internally at BWH and on external websites. Arranges interviews, and ensures that all onboarding requirements are met for each new employee. Prepares and updates Scherzer Lab Orientation booklet.

Coordinates arrangements for visiting speakers and prospective candidates to the Center, including travel, hotel and meal accommodations, distribution of announcements, and expense reimbursement. Coordinates on-site arrangements for conferences/meetings or special events sponsored by the PIs. Coordinates monthly lab meeting, including maintaining and distributing calendars, and catering.

Order general office supplies for the central office and labs using eBuy system, maintain storage and replenish as needed. Processes monthly charges to the department's corporate card.

Obtain reprints and perform literature searches. Upload manuscripts to NIH database. Organize, maintain and develop office files, directories, listings, as necessary for efficient office operation.

Other duties and special projects as assigned by the Research Investigators, Research Administrator, or Team Manager.

QUALIFICATIONS:

Associates or 4-year college degree preferred.

Minimum 5 years similar administrative experience, demonstrated longevity in past positions, with increasing level of responsibility and independence required.

Highly proficient in a Macintosh environment

Knowledge of Microsoft Office, and ability to learn new applications and software is required. Some experience with database software is a plus.

Excellent organizational, interpersonal, and communication skills.

Strong experience in complex travel management.

SKILLS/ABILITIES/COMPETENCIES REQUIRED:

Ability to manage multiple tasks effectively, following established protocols, and work within systems.

Strong organizational, coordination and judgment skills.

Ability to prioritize effectively.

Ability to problem solve and troubleshoot.

Ability to analyze a situation and determine best course of action within established guidelines.

Advanced computer skills.

Ability to use all applicable applications at highest competency level.

EEO Statement

BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

Job Details:

Posted Date : 2022-04-21

Expiry Date : 2022-07-21

Job type : Part Time

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