Company Name: Harvard Pilgrim Health Care Institute
Address: 133 Brookline, Ave Boston, MA 02215
Company Website: www.hphc.org
Position Title: Administrative Specialist
The Administrative Specialist will manage and coordinate varied research processes under the direction of several faculty members. Performs a variety of duties in support of research initiatives, generally funded by external sources. Develops and maintains: required documentation (e.g., resource plan, schedule); documentation for meetings (e.g., agendas, meeting material packets and minutes) and other project specific documentation; general administrative project documents (e.g., team contact list); develop draft weekly status report for supervisor's review; develop, maintain and update project schedule and communicate due dates to supervisor. Develop customization and innovation for tasks and processes for project teams (e.g., create templates for collecting/reporting information to supervisor, etc.). Responsible for follow-up to ensure reports are received from teams. Consolidate reports from teams to facilitate development of presentations. Create project-related presentations as required for communications. Assists supervisor with meeting facilitation. Responsible for meeting logistics (i.e. ensure room set-up and distribution of meeting material). Responsible for working with administrative support to ensure essential meetings are scheduled and to ensure copies of project materials are available upon request. The position is supporting a senior faculty investigator who is the Director of our Obesity Prevention Program. It is a demanding position in terms of meeting coordination and travel arrangements; along with assisting the Program Manager with operational and administrative tasks for the obesity program. We will need someone with acute attention to detail, proactive, and very good multi-tasking skills. The person should also feel comfortable initiating contact and coordinating activities with folks across the U.S. and internationally
ESSENTIAL FUNCTIONS
-Manage grant application process, including preparation of budget, biosketches, and other essential paperwork.
-Coordinate with key persons within and outside the department about budget, subcontracting, human subjects, and other administrative issues
-Draft institutional review board applications, with the guidance of investigator
-Generate periodic reports for institutional review board and funders
-Organize reference processes, including conducting Internet searches, tracking library article retrievals, maintaining reference database, formatting manuscripts, and maintaining and improving filing systems
-Design computerized tracking systems to help monitor administrative processes
-Assist in tracking budget expenditures.
-Assist with manuscript preparation.
-Provide general support as needed, including creation of slides, travel arrangements, preparation of expense reports, arranging meetings, etc.
-Other duties and projects as assigned.
REQUIREMENTS:
-Bachelor's degree or equivalent experience required.
-DACP’s PM training required (if external candidate, expected to take it within the next available course offering).
-Proficiency of various software packages, including Adobe, Microsoft Word, Excel, Access and Power Point, Lotus Notes and other desktop tools.
-Familiarity in the application of project management principles. Strong and proven coordination and project management skills.
-Minimum 3 years related work experience
-General understanding of research operations or general background in healthcare and organizational relationships
-Specific knowledge of grant application and management procedures
-Attentive to detail and ability to always follow- through to completion; ability to handle multiple tasks simultaneously;
-Highly organized; good interpersonal skills; solid written and oral communications skills;
-Ability to prioritize work and operate under tight deadlines;
-Strongly motivated and flexible, able to work independently;
-Ability to collaborate effectively with staff at all levels of the organization and learn through coaching from seasoned PMs.
-Results-oriented;
-Ability to work within budgets
-Ability to develop presentations;
-Sound general knowledge of computer systems including hardware, software, communications, file formats, and networks
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.
Salary: 48,000
The position is: full time
Degree Requirements: Bachelor's degree or equivalent experience required.
If interested, contact career@mountida.edu for directions to apply.
