Job Information
Tufts Medicine Administrative Assistant II in Boston, Massachusetts
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Summary
The Center for Health Solutions (CHS) is seeking a full-time Administrative Assistant to join our multidisciplinary team. The CHS’s mission is to improve the health of cancer patients and survivors by advancing the measurement of, and knowledge about, the social, behavioral, medical, and biological factors that influence individual and population health and ability to participate fully in society.
Job Overview
Working with the CHS Director and team, the Administrative Assistant ensures continuous, efficient, and smooth flow of administrative functions. This position includes duties requiring expert level administrative support and project management skills. Assignments involve work of a confidential, complex nature, which requires considerable discretion, judgment, tact, and diplomacy. The primary role of the Administrative Assistant is to provide support to meet objectives and timelines to deliver high quality products.
Job Description
Minimum Qualifications:
High School diploma or equivalent.
Two (2) years of related experience.
Preferred Qualifications:
BA/BS is preferred.
Five (5) years of related experience, preferably in an academic, medical or research setting.
Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.
A. Administrative Support
Maintains schedule of the Center Director including calendar coordination related to the Director’s clinical, research and teaching activities. Sends invitations to meeting participants and tracks responses.
Facilitates staff travel by arranging transport and lodging; manages submission of reimbursement requests.
Updates/maintains the Director’s curriculum vitae and bio-sketch.
Maintain and expand ongoing record keeping and filing systems, in a confidential manner, to include electronic filing systems for correspondence, multiple research project-related materials, reference materials, articles, patient records, personnel files, etc.
Attends meetings as requested and prepares meeting notes for distribution.
Acts as a communication link for members of CHS team as well as external collaborators.
Prepares correspondence, memoranda, and related material as requested.
Oversee the day-to-day administrative activities of CHS, including facilities issues, copying, telephone, faxing. Ensures adequate inventory of office supplies and basic maintenance of office equipment and coordinates the timely repair of office equipment.
Performs other similar and related duties as required or directed.
B. Assistance with dissemination products (e.g., preparation of manuscripts, presentations, grant submissions
Contributes to manuscript preparation: Manages the journal submission process for drafted manuscripts. Uses reference management software to create bibliographies.
Coordinate and provide administrative support, with Center Director and Research Administration, for ongoing and new grant proposals, reports, presentations, etc.
Coordinate the Center’s outreach initiatives, including contributing to hospital/regional reports, conference presentations/meetings, and e-newsletters. Responsibilities include summarizing data, assisting with presentations, arranging for conference locations, development and distribution of materials and communication, and organization of meetings, both onsite and offsite.
Participate in research related activities as needed: Conduct literature searches using the Internet. Create tables and figures.
C. Works as a ‘team player’
Maintains collaborative team relationships with colleagues within and outside of CHS in order to effectively contribute to the working group's achievement of goals, and to help foster a positive work environment.
Participate in staff meetings.
Takes a role in template creation and revisions; identifies opportunities for better productivity and flow. Participates in performance improvement initiatives and demonstrates the use of quality improvement in daily operations.
Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
Skills & Abilities:
Ability to manage multiple, simultaneous tasks, and prioritize according to established criteria and protocols.
Excellent communication and interpersonal skills, both verbal and written, to ensure clear and consistent communication with internal and external stakeholders.
Proficient with Microsoft Word, PowerPoint and Excel computer applications, e-mail, EndNote, and automated scheduling software and the ability to navigate through hospital-based computer systems. Experience with REDCap database a plus.
Excellent and meticulous organizational and technical skills are of the utmost importance as are documentation skills.
Excellent interpersonal skills.
Ability to work independently, under supervision and as a part of a team is required.
Ability to identify issues and implement effective resolution strategies to ensure smooth coordination of program and project requirements.
Basic financial analytical skills needed for assisting with the development of center grants and contracts, ability to understand research accounting principles, a plus.
WORKING CONDITIONS/PHYSICAL DEMANDS :
General office environment.
AMERICANS WITH DISABILITIES STATEMENT:
Must be able to perform all essential functions of this position with reasonable accommodation if disabled.
Tufts Medicine is a leading integrated health system bringing together the best of academic and community healthcare to deliver exceptional, connected and accessible care experiences to consumers across Massachusetts. Comprised of Tufts Medical Center, Lowell General Hospital, MelroseWakefield Hospital, Lawrence Memorial Hospital of Medford, Care at Home - an expansive home care network, and large integrated physician network. We are an equal opportunity employer and value diversity and inclusion at Tufts Medicine. Tufts Medicine does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided 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. Please contact us to request accommodation by emailing us at careers@tuftsmedicine.org .