Administrative Coordinator, The Center of Comparative Medicine

Massachusetts General Hospital(MGH) - Charlestown, MA (30+ days ago)4.3


This position will have shared responsibility for providing administrative support to the CCM and IACUC leadership.

CCM : Responsible for all administrative activities of the Office of the CCM Director including support for the Laboratory Animal Medicine and Management residency (initiated in 2018). Has independent responsibility for creating and managing the administrative resources for this Office.

IACUC : Responsible for all administrative activities of the IACUC office. Has independent responsibility for creating, finalizing and communicating all IACUC meeting agendas and meeting minutes. Supports the administration of the semiannual program review and facility inspection for the IACUC committee. Is a primary point of contact for the IACUC membership regarding protocol review assignments, meeting schedule, reimbursements etc. Responsible for maintaining the current membership list, ensuring meeting quorum, capturing votes in accordance with regulations, booking meeting rooms and other activities. Coordinate and support all regulatory inspections and site visits. Is the time-keeper for the IACUC office staff. Responsible for meal orders, ordering office and other supplies, invoicing, accounts payable etc. and providing administrative support to the Director.

CCM Director Administrative Support

Support CCM Director with daily clerical tasks including answering phone calls, providing information to callers or connecting callers to appropriate personnel and distribution of written correspondence
Schedule appointments and update outlook calendar
Make travel arrangements and reservations for all travel needs
Manage all travel re-imbursements and corporate card transactional procedures
Plan and conduct key meetings including the coordination of attendees, preparation of meeting materials and documenting the event (i.e. minutes, summaries, etc.)
Develop and maintain filing system for administrative materials
Prepare special checks as needed for caters and other appropriate vendors
Coordinate financial oversight of CCM Director’s expenses with CCM Administrative Asst Director
Assist in the development and implementation of all CCM leadership and management training materials
Others duties as assigned

MGH Laboratory Animal Medicine and Management Veterinary Residency Support

Assistance with recruitment
Processing applications
Arranging interviews
Assistance with on-boarding
Licensing assistance
Visa assistance
Advising on local arrangements
Orientation scheduling
Coordination of meetings as related to the residency program and/or guest speakers
Scheduling
Room reservations

UC Semiannual program review and facility inspections :
Schedule Semi-annual Program Review meetings – book rooms, schedule members, collect/prepare/communicate meeting materials and documents.
Provide support to the Compliance Officer to schedule facility inspections

Regulatory Support for Federal inspections, Accreditation and other site visits :

Provides administrative support for all inspections and site visits –catering, transportation, copying, printing, conference room booking
Provides administrative support for PAM activities
Maintain IACUC documents (minutes and agendas) inspection-ready

Financial :
Prepare payroll for approval by Assistant Director / back-up for Assistant Director payroll approval
Prepare special checks for non-affiliated IACUC members and caterer
Oversee budget for IACUC meeting lunches
Processes invoices, e.g. AAALAC International etc.
Manages office needs including service/supplies for office machines

Other IACUC responsibilities :
Provide administrative support for presentations and conferences
Provide support to other IACUC staff members as needed;
Other activities as required.
AV considerations
Conference arrangements
Registration
Travel arrangements
Evaluation assistance
Distribution and collection of student and instructor evaluations
File storage

IACUC Protocol Review Meetings and Agenda Activities :
Maintain current IACUC membership list
Schedule and communicate IACUC meeting dates. Prepare and finalize all IACUC meeting agendas - works with Review Analysts, Compliance Officer, IACUC and CCM leadership to determine which studies and other business items are to be reviewed at each meeting; collects documents, prepares and publishes agenda for committee review. Prepare paper packets of meeting materials. Point of contact for any questions or concerns regarding the weekly and monthly meeting agendas.
Capture attendance and ensure quorum for convened meetings.
Data entry in Insight per standard operating procedures for meetings
Provides support to community members including access to meeting materials and reimbursements.
Order meeting lunches and book conference rooms
Draft and send Letters of Recognition to members annually.

Qualifications

High School Diploma required
Bachelor's Degree preferred
3 to 5 years of equivalent experience in research management, animal care and use programs or institutional animal care and use programs preferred
Excellent organizational skills.
Excellent written and oral communication skills.
In-depth understanding of office management and daily operations
Comfortable working with Microsoft Office Suite, Excel, Adobe products and Protocol Review Software systems and databases
Strong organizational and time-management skills with ability to meet assigned deadlines and trouble-shoot problems independently
Ability to interact in a tactful yet effective manner with all members of the research community: professional and technical research staff
Word processing and database experience required
Experience with Microsoft Office, Adobe Suite and other standard office applications required
Knowledge of scientific terminology preferred
Understanding of IACUC Protocol application process preferred
Required to maintains knowledge of state and federal regulations and institutional policies and procedures for review of animal research.

EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.

Primary Location
: MA-Charlestown-529 Main - MGH
Work Locations
:
529 Main - MGH
529 Main Street
Charlestown 02129
Job
: Administrative Support
Organization
: Massachusetts General Hospital(MGH)
Schedule
: Full-time
Standard Hours : 40
Shift
: Day Job
Employee Status
: Regular
Recruiting Department : MGH Comparative Medicine
Job Posting
: Jun 18, 2018