Senior Administrative Assistant, Genetics, Hybrid - Partners Healthcare System

GENERAL SUMMARY/ OVERVIEW STATEMENT:

This position will support several research labs within the Division of Genetics. The ideal skill set includes experience in project management, administration within a research and clinical division, lab / operations / facilities management, superb organizational and team building skills, and a commitment to working with a group of highly motivated scientists and administrative professionals. The Division of Genetics currently has ~250 faculty and research staff members with annual research expenditures of more than $26.5M. The position requires a comprehensive understanding of federal, divisional and hospital policies as well as a high degree of initiative and independent judgment as well as the upmost discretion and professionalism.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Serve as single point of support for division investigators and their labs. Provide support for various research programs within the Division of Genetics.

• Schedule and organize complex activities such as arranging for travel.

• Responsible for administrative and office support, handling the on-boarding of new hires, assisting staff with any organizational/policy/procedure questions. Manage onboarding for lab members in conjunction with Division support.

• Facilitate the smooth operation of the labs on a daily basis through efficient office management and supporting all administrative needs. Assist researchers by placing orders for equipment, laboratory, and office supplies. Interface with vendors, manage orders, and liaise with Accounts Payable and Purchasing Departments as needed. Process all check requests, employee reimbursements and invoices in a timely manner.

• Ensure adherence to all Division policies and procedures. Take initiative to follow up on matters independently. Bring all matters that require review or action to the appropriate contact. Communicate any issues through the proper channels in a timely manner. Regularly handle confidential information.

• Organize and maintain PI and Lab files.

• Provide cross-coverage, as needed.

• Assists with training and orienting staff as needed.

• Perform all other duties and assignments and special projects, as requested.

Level of education required:

• Minimum of a high school diploma or GED.

Work experience required:

• Minimum three years medical office or administrative support experience required.

• Some additional training in office systems or other post high school education preferred. Associate's Degree or higher level education preferred, but not required.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• High level of computer literacy, including: MS Office Word, Excel.

• Careful attention to detail and organizational skills.

• Ability to prioritize among many tasks, to work quickly under pressure.

• Excellent communication and interpersonal skills, collaborates well with others.

• Ability to demonstrate high degree of professionalism and discretion.

• Ability to prioritize tasks and set deadlines.

• Ability to take initiative and capable of multi-tasking.

• Must be able to make independent, effective decisions in appropriate situations.

• Excellent organizational skills to ensure smooth functioning of lab.

HOSPITAL WIDE RESPONSIBILITIES:

These are required of all staff, regardless of position. Do not remove these standards. Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners; follows safe practices required for the position; complies with appropriate BWH and Partners policies and procedures; fulfills any training required by BWH and/or Partners, as appropriate; brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.