Administrative Coordinator
Job Description
Massachusetts General Hospital
Under the supervision of the Office Manager of Healey & AMG Center & NCRI, the Administrative Coordinator will provide administrative support for the Healey & AMG Center Programs, ALS Finding a Cure (ALSFAC), and Northeast ALS Consortium (NEALS).
The position requires a high degree of flexibility, the ability to prioritize tasks, independence, and willingness to participate in multiple activities and provide support by working with the team.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Relevant activities include, but are not limited to the following:
Administrative:
• Maintains calendar and calendar items for Healey & AMG Center, ALSFAC & NEALS
o Schedules meetings, phone calls, and video conferences
o Organize, plan, and notify staff about meetings and appointments
o Use independent judgment in setting priorities and proposing alternatives to meetings
o Resolve conflicts and prioritize meetings by calling calendar issues to staff’s attention in advance of the deadline
o Send out timely notifications of scheduled meetings
o Interact with other administrative assistants internally and externally to the MGH to coordinate meetings and identify and share best practices
o Plan for meeting sites and nourishment as directed by MGH/NEALS guidelines and attend to other details as directed
o Provide meeting support through slide preparation, meeting-affiliated document collection and distribution, sending meeting reminder emails, and taking meeting minutes
• Provides administrative assistance for Healey & AMG Center Awards, Fellowships and Prizes
o Arrange board committee & review meeting
o Manages applicant communications
o Prepares and manages files and applications
o Arrange Industry Educational Series meetings for Scholars with leading Pharmaceutical executives throughout the program.
o Prepares and manages files and applications
o Administers award payments to winners
o Works with vendors for the production and shipment of physically engraved awards
• Provides administrative support to ALS Finding a Cure
o Arranges meetings, conference space, and lodging for travel
o Coordinates social media communication
o On-site meeting support as needed
• Provides administrative support to NEALS
o Arrange NEALS meetings, which include internal team meetings, Scientific Advisory Board meetings, Executive Committee meetings, strategic partnership meetings, membership meetings, and subcommittee meetings as needed
o Act as main point of contact for AV/catering needs surrounding NEALS in-person meetings and Leadership Retreats
o Manage document collection and filing, including subcommittee reports, signed Leadership documents (e.g., annual conflict of interest forms), and contract signings
o Manage the contact database in Wild Apricot, including the annual membership database update
o Provide administrative support to NEALS subcommittees
- Ensure member dues are followed up on
o Assist with on-site support during Annual Meeting
o Coordinate, type, proofread, and edit various documents with the highest level of proficiency
• Assist with the training of new administrative staff members including, but not limited to:
o Reviewing MGB, MGH, and NCRI resources
o Reviewing job-specific MGB, MGH, and NCRI best practices
o Reviewing relevant internal and external software platforms and other resources
o Guide troubleshooting issues as they arise
- Provide support for, and share assignments with, other Healey & AMG Center and NCRI Staff Assistants as required
- Prepare and process invoices and reimbursements, including employee business expense reimbursements, check requests, and purchase orders following MGB purchasing policies and procedures. Keep appropriate files to ensure all expenses submitted are paid/processed by Accounts Payable timely and accurately.
- Maintains Healey & AMG Center Project and tasks lists, and related documents as assigned.
- Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.
- Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, CVs, and other related documents at the highest level of proficiency.
• Organizes materials for presentations; retrieves articles from libraries or online sources as requested.
- Arrange for the needs of outside visitors as requested.
- Prepares and processes purchase orders as needed; maintains an inventory of supplies
- Performs photocopying, faxing, and filing as required.
• Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons.
• Troubleshoots routine/non-routine problems and takes measures to correct/handle issues.
• Supports Healey Center Director as needed
• All other duties as assigned
Event and Meeting Coordination:
• Coordination of Healey & AMG Center, ALSFAC and NEALS-hosted events
o These include in-person and virtual regular meetings, special seminars, committee meetings, an annual retreat, scientific symposiums, industry workshops, and various other activities.
o Responsibilities include budget planning, preparation of materials, advertising, accommodations, transportation, registration, dining, and audio-visual requirements, and arranging visitor schedules. The coordinator will research and negotiate with venues, hotels, and other vendors as needed.
o Assisting with the development of agendas and meeting materials (name badges, registration materials, handouts, slide presentations, etc)
o Managing on-site registration, audiovisual requirements/needs, and any venue or travel-related issues as they arise
o Preparing, finalizing, and distributing meeting minutes to all attendees
• Responsible for maintaining current contact lists and reference materials
Communications:
- Assists with communicating changes to website layout and design
- Provides communications support and expertise using excellent writing skills
- Maintains an electronic library of communications-related materials, including graphics, logos, templates, photos, and PowerPoint slides and presentations
• Provides videoconference support for all virtual meeting activities and training for other administrative staff on the use of equipment and services.
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SKILLS AND COMPETENCIES:
• A professional, creative, innovative college graduate with a bachelor’s degree in science, business, communications, or a related field
• Excellent organizational, and oral and written communication skills required
• Demonstrated ability to work independently and as part of a team
• An outcome-focused, self-starter experienced at working with fundraising, healthcare or non-for-profit entity
• Event planning experience a must
• Familiarity with social media: Facebook, Twitter, LinkedIn
• Proficient with Microsoft Office, including PowerPoint, Excel, and Word. InDesign, Illustrator, and Constant Contact experience a plus
• Website design and management are also a plus
• Ability to work well under deadline
EXPERIENCE:
3 years related experience related
WORKING CONDITIONS:
Remote office conditions, occasional travel to on-site meetings
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.
Source ⇲
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