Chair's Assistant at Massachusetts General Hospital(MGH) in Boston, Massachusetts

Job Description:

Directly reporting to the Department Chair, you'll play a crucial role in serving as administrative support for her and her laboratory's various administrative needs. A wide range of responsibilities occur within this role including calendar and meeting management, office reception and travel coordination. This position will provide and coordinate logistical needs for the Chair and laboratory as they arise. Prepare various documents, forms, and other materials and serve as the point person for the Chair's office.


Effectively utilize organizational, problem-solving and people skills on a regular basis. Work collaboratively with staff within and external to the lab, including personnel from other research areas and hospital departments. Maintain confidentiality and adherence to policies and procedures.


We strongly stress work/life balance and career growth for all our employees. Our benefits and perks include health/dental insurance, a retirement plan, 403b, paid time off, tuition reimbursement, childcare center, and a fitness center. The position has some flexibility for remote work but is considered mostly onsite; therefore deemed a hybrid position.


PRINCIPAL DUTIES AND RESPONSIBILITIES:



Schedule Management:

• Coordinate, arrange and prioritize the Chair's schedule, including appointments, meetings, and interviews.


• Prioritize own day-to-day activities in support of Chair's activities.

Travel Arrangements:

• Coordinate travel arrangements for the Chair as well as speakers' and visitors' travel logistics.


• Manage flights, hotels, and conference rooms.
  

Correspondence and Documentation:

• Create agendas, minutes, and presentations.


• Prepare correspondence and ensure efforts reflect the communication needs of the Chair.


• Coordinate Chair's signatures on documents.

Phone Triage and Visitor Assistance:

• Screen calls, answer inquiries, and expedite urgent matters.


• Greet and assist office visitors.

Liaison with Senior Staff:

• Track daily issues for executive attention.


• Collaborate with senior hospital administrators.


• Prepare award letters and CV updates.

Financial Coordination:

• Process employee reimbursements.


• Handle T-Card and P-Card transactions.


• Assist with grant applications and maintenance.

*Perform other duties as needed.




Qualifications

EDUCATION:



High School Diploma or equivalent required; bachelor's degree in related field preferred.



EXPERIENCE:



Minimum 1 year of related experience required; 3 years in an academic research setting preferred



SKILLS/COMPETENCIES REQUIRED:

• Handle sensitive information (salaries, finances, science, and confidential matters) with discretion.


• Proficient in routine software used in administrative and research lab settings, including Microsoft Office, Google Docs, Google Calendar, and Adobe Professional Suite (9.0 or newer).


• Exceptional communication abilities.


• Analytical mindset.


• Self-starter with keen attention to detail and follow-through.


• Resourcefulness.


• Effective multitasking skills.


• Ability to work independently and collaboratively.


• Flexibility, accountability, and responsibility.


• Eagerness to learn new software and administrative procedures.


• Willingness to seek clarification when needed.

SUPERVISORY RESPONSIBILITY:



None



FISCAL RESPONSIBILITY:



Prudent use of hospital resources. Cost-effective meeting planning and timely and correct processing of reimbursements and purchase orders.



WORKING CONDITIONS:




Normal office conditions. May need to alter work schedule when needed to accommodate meetings and activities.



About Massachusetts General Hospital - Department of Molecular Biology



The Department of Molecular Biology (MOLBIO) at Massachusetts General Hospital is a subset of both the research community of the hospital and the Division of Medical Sciences of the Harvard Graduate School of Arts and Sciences. Members of the Department carry out basic genetic and molecular biological research on a variety of topics at the forefront of the field. At present, approximately 300 people, including 18 faculty and over 90 postdoctoral fellows and graduate students comprise the Department of Molecular Biology. The Department is a major component of the Department of Genetics at Harvard Medical School. All Molecular Biology faculty, postdoctoral fellows and graduate students have concurrent appointments at Harvard, mostly in HMS Genetics. Massachusetts General Hospital has a long-standing relationship with Harvard Medical School.



Diversity, Equity, & Inclusion



MOLBIO strongly believes that actively addressing issues related to institutional racism and other forms of oppression such as sexism will improve our community, address our past complacency, and increase scientific creativity. MOLBIO has established an active Diversity, Equity, and Inclusion (DEI) Committee that works with a full-time departmental manager who was hired to facilitate DEI efforts. We seek new department members in all capacities who have the interest and drive to continuously enhance our workplace culture.


We believe that the most impactful science will be done by creating an environment where people of diverse socio-economic origins, nationalities, immigration statuses, races, colors, religions, genders, gender identities or expressions, sexual orientations, genetics, disabilities, ages, or veteran statuses feel a sense of belonging.



EEO Statement

Massachusetts General Hospital 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. Apply Now