Administrative Assistant Dystonia and Speech Motor Control Laboratory

POSITION SUMMARY

Provide administrative support to clinical research faculty and staff in the Dystonia and Speech Motor Control Laboratory, OHNS at Mass Eye and Ear. Support needs include general administrative support to the Lab Director, lab calendar management, processing expenses reimbursements and invoices, travel coordination, supply chain orders, timesheet management, event organization, corporate credit card reconciliation, and other administrative duties as assigned.

ESSENTIAL FUNCTIONS

1. Provides general administrative support to the Lab Director, faculty & staff including, but not limited to:
   
   
   
   1. Calendar management
   2. Updating and editing CV/ Bio and other research regulatory documents
   3. Coordinating travel arrangements & itineraries for research staff and study participants
   4. Processing reimbursements & invoices for research staff and study participants
   5. Wells Fargo Visa Card Reconciliation
   6. Tracking PTO (vacation & sick time) for research staff using Kronos
   7. Purchasing office/lab supplies
   8. Special projects as needed
   
   
   
   
2. Assists research faculty in organization and coordination of meetings and courses including advertisements, catering, room reservations, and day of operations.
3. Works collaboratively with the administrative support team, manager and other department teams.
4. Creates and maintains special project work files; keeps file documentation current, correct and complete to facilitate workflow.
5. Order office/lab supplies and special equipment as needed
6. Respond to incoming phone calls following department protocol, respond to questions that are appropriate and refers and / or takes complete messages.
7. Assists with preparations for annual events, including training courses and conferences.
8. Ability to take on new tasks and adapt to different work assignments and personalities.

HIPAA Privacy Training and Sanctions

All employees who have access to health information whose confidentiality is protected by the HIPAA Privacy Rule are required by the Rule to receive training so that they have an understanding and knowledge of the Privacy Rule that corresponds to their job responsibilities and of the group health plan's policies and procedures that impact on their job duties. Training on the requirements of the HIPAA Privacy Rule and the plan's health information policies and procedures under the direction of the institution's privacy officer is a pre-requisite for this position.

Employees who violate the requirements of the HIPAA Privacy Rule will be subject to discipline, up to and including termination.

EDUCATION AND EXPERIENCE

Minimum of Bachelor's degree and 1-3 years administrative experience.

Key attributes include:

Demonstrated strong organizational skills, with proven experience prioritizing work and coordinating multiple projects simultaneously.

1. Excellent written and spoken English language skills using both telephone and one-to-one interpersonal skills.
2. High attention to detail.
3. Exceptional level of organization.
4. Demonstrated ability to proofread and correct one's own work and complete tasks with minimal supervision.
5. Excellent Microsoft Office (Word, Excel, PowerPoint) skills.
6. Exceptional problem solving, critical thinking and customer service skills.
7. Professional demeanor, eagerness for professional growth and challenging work.

WORKING CONDITIONS

Otolaryngology - Dystonia and Speech Motor Control Laboratory

Hours - 9:00 AM - 5:00 PM, flexible