Staff Assistant I

The MGH Center for Health Outcomes and Interdisciplinary Research (CHOIR) within the Department of Psychiatry is seeking a Staff Assistant to provide administrative support to the Director of CHOIR and selected staff. CHOIR is an interdisciplinary clinical research center with a longstanding commitment to the development, testing and implementation of mind-body and lifestyle interventions for patients, caregivers, and patient-caregiver dyads in both hospital and community settings and across the lifespan.

ABOUT YOU:

We are seeking a person with excellent attention to detail and strong organizational skills, who is able to work independently and as part of a team. They have experience planning ahead for upcoming deadlines. They are able to problem solve and are resourceful. They are also able to understand the larger context of your work and anticipate what is needed to move projects ahead. They are a quick study and can roll with change. It is also important that they are flexible, accessible/responsive, and willing to do a variety of tasks such as scheduling meetings, coordinating complicated calendars, reviewing documents, and organizing events (see below for details on specific tasks). They should excel at time management and organizational systems.

It is also important that this person believes in our mission and wants to be part of a research and clinical team that aims to enhance quality of and access to healthcare. Given that the team includes sensitive information about patient care, you will need to be discrete and understand that confidential information must remain confidential. Ideally, this person loves to learn and are interpersonally skilled and enjoy people.

The Staff Assistant 1 provides administrative and clerical support to the Center Director and selected staff, assisting in daily operations to ensure smooth functioning. The role involves performing a variety of tasks like scheduling and managing calendars, answering phone calls, managing files, and coordinating activities all while interacting with patients, staff and collaborators. This entry level position is ideal for candidates seeking a foundation for growth in a health care environment.

Key responsibilities:

• Administrative support:

• Provide administrative support to the center director including calendar management, arranging for travel, and managing expenses.

• Provide general administrative support to the other CHOIR staff members, as needed.

• Coordinate materials, logistics, catering and technology for meetings as needed

• Assist with coordination of meetings, scheduling, appointments and conference calls.

• Document management:

o Prepare and process documents, reports, memos and forms as needed.

o Keep CV, biosketch and other support documents up to date.

o Assist with development and submission of letters of support.

o Maintain and organize files, ensuring accuracy and confidentiality of records.

o Assist with the development of powerpoint or canvas presentation.

o Proofread documents as needed.

o Maintain consultancy contracts and files.

o Maintain organization of master timelines, yearly, monthly and weekly task lists for the director.

• Communication and Coordination:

o Assist with document communication, including emails, newsletters, cards, gifts, and memos.

o Coordinate logistics for center social and professional events, meetings, and projects.

SKILLS & COMPETENCIES REQUIRED:

WE’RE A GOOD FIT IF YOU HAVE:

ü BA/BS is preferred and/or a minimum of 1-2 years administrative support experience.

ü Excellent interpersonal skills.

ü Effective verbal and written communication skills.

ü Strong administrative/organizational skills, detail-oriented, and efficient.

ü Ability to handle confidential and sensitive information with discretion.

ü Excellent computer skills including extensive knowledge of MS Word, Outlook, Excel, PowerPoint, Canvas.

ü Ability to think critically and creatively.

ü Flexibility to handle multiple tasks at once.

ü Responsive and accessible.

ü High degree of initiative and independent judgment.

ü Sensitivity, good judgment, relationship-building skills and overall standards of excellence in communicating with members and prospects in person, by phone, and through written correspondence.

Working conditions:

• Full time schedule during normal business hours, with occasional flexibility for meetings or events.

• Hybrid position with at least 3 days in the office (M, W and F).

Benefits:

• Comprehensive benefit package including health, dental, vision, and retirement plans.

• Opportunities for professional development and career growth within CHOIR.

LICENSES, CERTIFICATIONS, and/or REGISTRATIONS

Minimum Required:

• High school diploma, GED or equivalent
• Bachelor’s Degree

EXPERIENCE:

Not applicable

SUPERVISORY RESPONSIBILITY

Not applicable

FISCAL RESPONSIBILITY:

Not applicable

WORKING CONDITIONS:

The position will take place in the MGH CHOIR office environment and remotely (3-4 days in the office). The CHOIR office is located at One Bowdoin Sq., Boston, MA.

The information contained in this document is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of individuals so classified.

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.

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