Part-time Administrative Assistant I Anesthesia Center for Experimental Therapeutics and Reperfusion Injury

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Under the supervision of Director, and other leadership members, the Administrative Assistant I is primarily responsible for administrative management. She/he performs various administrative and clerical duties required to support the Center for Experimental Therapeutics and Reperfusion Injury workplace infrastructure and associated systems. On an as-needed basis, the Administrative Assistant will also perform other administrative support tasks to assist other staff members.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Major administrative responsibilities

• Assisting Director, and members of the Serhan lab in collecting and submitting applications of the new CETRI members for BWH and HMS appointments.
• Assisting Director in preparing and submitting documents for visa applications of the CET&RI members to the administrator of the Cardiovascular Division.
• Assisting Director, in their editorial responsibilities for medical journals (e.g., printout manuscripts that they edit or review, upload the manuscript information on the CET&RI website, mark the due date on the calendar and to-do list, arrange conference calls with editorial office and other editors).
• Assisting Director, in managing grant reviews.
• Assisting Director, and members of the Serhan lab in managing grant applications by coordinating with a grant manager.
• Managing calendars, appointments, and conference calls of Director,
• Assisting Director, Co-Director, and other senior members in responsibilities outside CET&RI (e.g., organizing scientific conferences, conference calls with other executive committee members of scientific societies, conference calls with journal editorial offices).
• Assisting Director, in travel arrangements (e.g., book flights and hotels, prepare travel itineraries and other travel information, check in for a flight).
• Assisting Director, and other senior members of the Serhan lab in reimbursement processes (e.g., travels).
• Assisting Director, and other senior members of the Serhan Lab in arranging and setting up video or telephone conferences.
• Assisting Director, in communicating with scientific societies, other academic institutions, and companies.
• Communicating with investigators and administrators within or outside BWH on behalf of Director,

• Assisting in organizing CET&RI seminar series and other seminars and meetings/symposia (e.g., prepare and distribute flyers, prepare speaker’s itineraries, send email notifications to CET&RI arrange travels for speakers, catering, create non-employee expense report and submit it on Peoplesoft for honoraria and travel reimbursement for speakers).

• Organizing and filing important documents (e.g., certificates for controlled substances registrations)

• Communicating with vendors

Other administrative responsibilities

• Delivering accounts payable information to PHS finance
• Greeting and assisting visitors at the security desk of the building or the reception area or the lobby at CET&RI.
• Maintaining and ordering office devices and supplies (e.g., copiers, fax machines, printers)
• Keeping the office, entrance, lobby area, and break room neat and clean
• Coordinating the mail area
• Assisting sending, collecting, and delivering faxes & e-mails
• Responding to incoming phone calls at the main number
• Shipping outgoing mail, overnight delivery, and courier packages

Qualifications - External

Qualifications

• High school Diploma
• 1-3 years of relevant work experience is advantageous

Skills

• Speaking and writing skills in Japanese is advantageous but not essential
• Ability to perform administrative work independently under minimal supervision
• Outstanding writing and speaking communication in English

Brigham and Women's Hospital is an Equal Opportunity Employer.All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, sexual orientation, gender identity, national origin, ancestry, age, veteran status, disability unrelated to job requirements, genetic information, military status, or other protected status.