Administrative coordinator Jobs in Lynn, MA

Administrative Coordinator-(3301167)

Description

GENERAL SUMMARY / OVERVIEW STATEMENT :

The Wellman Center for Photomedicine at Massachusetts General Hospital is seeking a Staff Assistant III level candidate to serve as Administrative Assistant to one of the Optical Diagnostic Research groups.

The Wellman Center for Photomedicine is the world’s largest academic research facility dedicated to investigating the effects of light on human biology and to the development of light-mediated, minimally invasive diagnostic and therapeutic technologies. A pioneer in light-based biomedical research, the Center has a proven track record of translation applications to clinical use / wellman

The Tearney Optical Diagnostics Research Laboratory comprises one primary faculty member and approximately forty undergraduate, graduate and post-doctoral (MD / PhD) trainees as well as a team of research scientists and engineers totaling nearly 70 members. The faculty member also teaches and has academic responsibilities in the Harvard-MIT Division of Health Sciences and Technology and Harvard Medical School. The faculty member is a Principal Investigator of federal and non-federal research funding with an extensive research program in development and clinical application of novel optical technologies for diagnosis and therapy including but not limited to the early detection and therapy of unstable atherosclerotic plaque and new technical capabilities in optical coherence tomography.

The Staff Assistant III will be the first point of contact and will handle complex administrative responsibilities to ensure efficient and effective day-to-day activity of this dynamic team of researchers.

PRINCIPAL DUTIES AND RESPONSIBILITIES :

Under the supervision of Sr Administrative Manager, Research, the Staff Assistant III primary job duties entail :

1. Purchasing :

A. Ordering research supplies and equipment

1. Submit orders through PeopleSoft for group members

2. Request quotes as needed

3. Request and retain order confirmations

4. Track and resolve issues with orders as needed

5. Ensure invoices are processed in a timely manner

6. Receive and distribute orders

7. Receive and distribute all USPS, FedEx, and UPS package(s)

8. Return / exchange equipment and research supplies as needed; create FedEx shipping labels

9. Maintain physical and electronic documentation for all purchases (packing slips,

10. Track expenses and monitor spending on each fund numbers

11. Place orders using Procurement Cards (P-card) and request additional cards as needed

12. Resolve p-card issues such as :

a. Un-authorized spending

b. Card declined

c. Request overrides

d. Request approvals for non-approved items

e. Request approvals for high priced items

f. Respond to p-card audits

g. Report p-card purchases on PeopleSoft using My Wallet

13. Order and maintain inventory of : Office supplies, phones, computers and multi-function printers

B. Request and maintain fabricated equipment accounts :

1. Track expenses and monitor spending

2. Increase budget as needed

3. Change funding source if needed

4. Retain order confirmations and packing slips and add them to electronic folder

5. Create expense reports for purchases made using fabricated equipment accounts

6. Respond to fabricated equipment audits

7. Close old accounts as needed

2. Process bills, reimbursements and honoraria for the entire group

3. Request stipend payments for students as needed.

4. Create and maintain records of SOW’s and paid invoices for Consultants working with the group

5. Request and renew Go To My PC licenses

6. Budget / Finance :

a. Track and manage post award budget and financial information in conjunction with Tearney group senior grant manager.

b. Create monthly expense reports and send to appropriate Team Leads for review

c. Match invoices for PO’s to payments posted on Insight

d. Match invoices to PO’s on fabricated accounts using Vision

e. Identify and assist in processing cost transfers.

f. Request PO closings

g. Request closing of fabricated equipment accounts

h. Organize monthly budget meetings between Dr. Tearney, his regulatory Team Leads, Lab Manager and Senior Grant Manager.

i. Record and distribute budget meeting notes and maintain electronically.

j. Follow-up with Dr. Tearney’s Senior Grant Manager to ensure all changes discussed in the budget meeting are made

7. Prepare and manage travel arrangements for Tearney group member trips (., SPIE and the Gordon Conference) :

a. Notify group members when conference registration begins

b. Maintain spreadsheet of previous year’s attendees and budget and prepare budget for current year

c. Book venue for group dinner

d. Reimburse group members who attend conference

e. Create folder for each conference with attendees, budget and reimbursement information

f. Maintain electronic documentation for all travel expenses

8. Prepare travel arrangements for Dr. Tearney

a. Book and confirm conference registration, airfare, hotel, and transportation

b. Check Dr. Tearney into his flight

c. Create physical folder and electronic folders with all of Dr. Tearney’s conference and travel information

d. Text & email Dr. Tearney travel information

9. Request travel reimbursements on Dr. Tearney’s behalf from outside companies as needed, document and attach to travel folder.

10. Request buildings and grounds work orders

11. Assist with scheduling lab-wide meetings and serve as direct administrative support for Dr. Tearney

12. Assist with tracking PMCID’s for Dr. Tearney’s publications

a. Post new publications

b. Make corrections to publications on PubMed and MY NCIB

c. Maintain physical folder with all of Dr. Tearney’s publications

d. Process payment for Dr. Tearney and group members’ publications fees using eCheck

13. Assist with updating Dr. Tearney’s CV

14. Cover for Dr. Tearney’s Administrative Coordinator as needed

15. Organize farewell events for departing group members

16. Perform other duties as needed

FISCAL RESPONSIBILITY :

• Track expenses and monitor spending for research supplies and fabricated equipment.
• Track and manage post award budget and financial information.

Qualifications

EDUCATION :

EXPERIENCE :

SKILLS / ABILITIES / COMPETENCIES REQUIRED :

WORKING CONDITIONS :