Staff Assistant, II

General Summary/Overview Statement:

Staff Assistant II will provide administrative support to the Nurse Director, Medical Director and staff at the MGH Diabetes Research Center (DRC). This position will work with a high degree of independence and will interact with all levels of department personnel.

The Diabetes Research Center is dedicated to advance innovative and rigorous clinical research aimed at improving the diagnosis, prevention, and treatment of all forms of diabetes and its complications- ultimately leading to a cure.The DRC includes dedicated exam rooms and laboratory space. This position will provide crucial support in the day-to-day operations of the DRC.

Principal Duties and Responsibilities:

General Support:

• Perform general office duties, including answering phones, reception of patients, and processing incoming and outgoing deliveries.
• Purchasing supplies and equipment and monitoring inventory
• Manage freezers, temperature monitoring, supply inventory, kitchen/lab cleaning schedule, special projects/events, dry ice supply
• Manage records storage and retrieval
• Monthly equipment QC

Provides support for DRC related events & meetings

• Schedules and supports meetings and events
• Room reservations
• Room, conference call and videoconferencing set-up
• Catering orders, room setup/breakdown
• Greeting & escorting guests
• Coordinate interview schedules and assist with onboarding new employees/non-employee research staff

Provides financial support:

• Processes general invoices
• Assist with monthly expense/Pcard reconciliation and reimbursements
• UKG timekeeping for DRC
• Submitting reimbursement and assisting with travel arrangements

Provides general office support:

• Scanning/printing documents
• Compiling/converting documents into PDF
• Keygiving Access
• Computer, software orders
• Office supply orders
• Coordinate general office repairs (e.g. plumbing, electrical, housekeeping)
• Coordinate IT support: computers/laptops/cell phones
• Fed-ex

Maintain overall office support

Skills:

• Must have outstanding interpersonal and communications skills
• Proficiency in Microsoft Office applications
• Excellent organizational skills
• Is a team-player and a self-starter
• Attention to detail and the ability to multi-task
• Strong customer service orientation and the ability to interact with diverse groups
• A proven track record of exercising good judgment and handling constantly changing priorities in a positive, professional environment

Education:

• Bachelor’s degree preferred
• High School diploma or GED required

Experience:

• Minimum of 3 years’ experience in office support

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.