Administrative Assistant II DOM Channing
Job description
Administrative Assistant II DOM Channing
- (3227403)
Channing Division of Network Medicine (CDNM) of the Department of Medicine was formed in July 2012 and is the largest research-only division within the Brigham and Women’s Hospital with approximately 250 employees. The Division is comprised of three units: Systems Genomics and Genetics, Chronic Disease Epidemiology, and Systems Pathobiology. The Administrative Assistant II will be one member of the Administrative Assistants team that will work with a portfolio of Principal Investigators (PI) within the CDNM.
Job Specific Duties and Responsibilities:
- Manage calendars, including scheduling Zoom/virtual video meetings, meetings and conference calls and reserving meeting rooms, for portfolio of five-six faculty/Principal Investigators (PIs) in Outlook and Google Calendars. Make sure any changes to meetings are updated timely.
- Organize conference/training sessions, as needed, for the PIs. This includes creating an evite, obtaining appropriate approval for the event, maintaining RSVP list, and creating a venue.
- Arrange travel for the PIs, their fellows, and guests, including transportation, flight, and hotel.
- Create Purchase Order to make invoice payments and track the process to ensure payment completion. Prepare and submit expense reimbursements for the PIs and their fellows. Submit check request for guest reimbursements. Work closely with grants administrator to reconcile expenses on monthly basis.
- Assist in preparing and maintaining Endnotes for publications and PowerPoint presentations.
- Process reimbursements for PIs and fellows.
- Maintain and update Other Support, Biosketch, and CV for the PIs.
- Help sort mail and set up/clean up conference rooms for lunch and other seminars.
- Assist other administrative assistants as backup as needed, including front desk coverage.
- Additional responsibilities as needed.
- Minimum GED, Bachelor’s degree preferred
- High level of computer skills
- Excellent organizational skills and ability to multi-task
- Excellent verbal and written skills
- Excellent customer service skills
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