Administrative Coordinator

Administrative Coordinator

This position is responsible for providing high-level administrative support to the executive and management teams. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations and may also lead junior administrative staff.

The Healey & AMG Center for ALS at Mass General unites the world's leading experts to revolutionize how treatments are developed for people with amyotrophic lateral sclerosis (ALS). The Healey & AMG Center supports and accelerates groundbreaking, innovative global clinical trials for the 30,000 people in the U.S. and over 500,000 people worldwide who are affected by ALS. The Healey & AMG Center is comprised of a diverse group of researchers, clinicians, project managers, and information technologists at Massachusetts General Hospital, working with collaborators around the globe to find novel therapies for people with ALS.

Under the supervision of the Office Manager of Healey & AMG Center & NCRI, the Administrative Coordinator will act as the "information hub" for the Healey & AMG Center for ALS. The Administrative Coordinator will develop and assemble Healey & AMG Center information and effectively communicate with the research community. The coordinator is responsible for coordinating the planning, management, and implementation of special events and collaboration on marketing projects and communications initiatives, including collateral design, website, electronic communication, social media, etc.

The position requires a high degree of flexibility, the ability to prioritize tasks, independence, and a willingness to participate in multiple activities and provide support by working with the team.

Relevant activities include, but are not limited to the following:

• Maintains calendar and calendar items for Healey & AMG Center
• Maintain daily appointment calendars for the Sr. Director and Co-Director of NCRI
• Collaborate with departmental leadership to evaluate, develop, and implement various administrative systems and procedures designed to maximize the secretarial workflow, thereby creating efficiencies
• Serves on the Engagement Committee on behalf of Sr. Director of Healey & AMG Center and supports events as needed (expenses, approval forms, etc.)
• Assist with the training of new administrative staff members
• Provide support for, and share assignments with, other Healey & AMG Center and NCRI Staff Assistants as required
• Provide back-up coverage for the front desk as necessary
• Maintain updated physician CVs
• Assists with the renewal of annual physician memberships and medical licenses, as well as file management of the aforementioned documents
• Prepare and process invoices and reimbursements
• Maintains Healey & AMG Center Project and task lists, and related documents assigned
• Manages Healey & AMG Center for ALS inbox
• Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis
• Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, CVs, and other related documents at the highest level of proficiency
• Organizes materials for presentations; retrieves articles from libraries or online sources as requested
• Arranges for the needs of outside visitors as requested
• Reviews mail (including email), answers when appropriate, and/or forwards to appropriate people
• Troubleshoots routine/non-routine problems and takes measures to correct/handle issues
• Supports NCRI Directors as needed
• All other duties as assigned

Coordination of Healey and AMG Center-hosted events

• These include in-person and regular virtual meetings, special seminars, committee meetings, an annual retreat, scientific symposiums, industry workshops, and various other activities.
• Responsibilities include budget planning, preparation of materials, advertising, accommodations, transportation, registration, dining, audio-visual requirements, and arranging visitor schedules. The coordinator will research and negotiate with venues, hotels, and other vendors as needed.
• Oversee all financial aspects (i.e., budget oversight, manage travel reimbursement, etc.) in collaboration with the Sr Director of Healey & AMG Center, Grant Administrator, and Principal Investigators with the NCRI

Maintain financial records/documentation for reconciliation of "My Wallet" expenses

Obtain appropriate approval for events

Manage invoicing and post-event billing with venues

Ad hoc assistance with travel reimbursements for both NCRI employees and non-employee affiliates

• Assisting with development of agendas and meeting materials (name badges, registration materials, handouts, slide presentations, etc.)
• Managing on-site registration, audiovisual requirements/needs, and any venue or travel-related issues as they arise
• Preparing, finalizing, and distributing meeting minutes to all attendees

Responsible for maintaining current contact lists and reference materials

Assists with communicating changes to website layout and design with Marketing

Provides communications support and expertise across the Healey & AMG Center using excellent writing skills

Maintains an electronic library of communications-related materials, including graphics, logos, templates, photos, and PowerPoint slides and presentations

Provides videoconference support for all Healey & AMG Center activities and training for other administrative staff on the use of equipment and services.

Monitors the Healey & AMG Center social media account(s)

Skills and competencies required:

• A professional, creative, innovative college graduate with a bachelor's degree in science, business, communications, or a related field
• Excellent organizational, oral, and written communication skills required
• Demonstrated ability to work independently and as part of a team
• An outcome-focused, self-starter experienced at working with fundraising, healthcare, or non-for-profit entity
• Event planning experience is a must
• Proficiency with Microsoft Office, including PowerPoint, Excel, and Word. InDesign, Illustrator, and Constant Contact experience a plus
• Ability to work well under a deadline

Work Location: 165 Cambridge Street

Scheduled Weekly Hours: 40

Employee Type: Regular

Work Shift: Day (United States of America)

Pay Range: $20.84 - $29.79/Hourly

Grade: 4

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement:

1200 The General Hospital Corporation is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran's Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.