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Senior Administrative Coordinator (Office of Sponsored Research)

Company: Joslin Diabetes Center
Location: Boston
Posted on: September 25, 2022

Job Description:

The Senior Administrative Coordinator for the Office of Sponsored Research (OSR) oversees the smooth and efficient operations of all administrative activities within the Office of Sponsored Research (OSR) and serves as receptionist for foot-traffic into the department. The Senior Administrative Coordinator works collaboratively with other support staff, maintains office operations, communications, database records, and files. Support efforts to keep all Research Division activities functioning smoothly. The Coordinator must be able to handle many requests on their own, prioritize activities, and be capable of handling multiple projects simultaneously. The coordinator must be able to work independently and address urgent issues by themselves. Responsibilities:Provides specialized support and record keeping to specific projects as assigned by Vice President for Research Administration or OSR staff.May participate in other department efforts including policy and procedure development and maintenance, compliance, electronic grant administration, etc.May serve in staff capacity on institutional and/or Research Division committees by preparing agendas, taking minutes, and maintaining committee records.Ensure administrative procedures and documents are followed and filed. Update Administrative Manual (SOP's) as needed.Generates month end reports provided by various Post Award Research Administrators to be submitted to Fiscal Services.Facilitate administrative support needs for Research Division personnel including placing specialized orders in electronic purchasing system, processing expense vouchers and other reimbursement forms, completing institutional forms and helping with maintenance work orders. Maintain adequate quantities of general office supplies as well as lab coats and other laboratory needs. Provide secretarial and other administrative support to Vice President for Research Administration and OSR staff.Work closely with the Senior Director of Technology Transfer to coordinate the Intellectual Property Committee meetings. Prepare meeting documents, send invitations, order catering and organize meeting room.Keep office organized and oversee general office responsibilities and maintenance of office equipment. Troubleshooting of problems general office printers, fax machine, photocopier and other office equipment.Properly identify appropriate OSR staff to handle specific issues for investigators, fellows and other research staff. Make travel arrangements for OSR staff and handle Vice President's schedule, as well as various OSR staff meetings.Input requests for various ordering systems (i.e., FedEx, Staples, CarlsonWagonlit, Lawson)Organizes and maintains the parking sticker and cab voucher distribution and process for Research Division.Order and maintain lab coat inventory/orders for Research Division.Create and maintain on a timely basis the filing and storage systems for the Office of Sponsored Research.Answers office telephones and transfer calls to appropriate staff or take telephone messages. Coordinate telephone conferences.Prioritize mail and correspondence.Properly route checks to appropriate OSR Staff and Fiscal Services.Create files as requested by OSR staff or as needed.Qualifications:College degree preferred or commensurate experienceMinimum 5 years professional administrative business experienceBiomedical research environment preferred, but not requiredKnowledge of Microsoft Office and Adobe Acrobat ProFamiliarity with event planningStrong organizational and communication skills (communicate clearly and effectively via verbal and written instruction).Strong business and administrative skills are essentialExcellent time management and organizational skillsAttention to detail and ability to concentrate on multiple tasks simultaneouslyAbility to prioritize responsibilities - through completion.Ability to work independently and with others - to interact respectfully with other employees, professional staff and/or external contacts.This position requires the utmost professionalism, superior judgment and discretionConfidentiality is of the utmost importance Joslin is an Equal Opportunity Employer of Minority/Female/Individuals with Disabilities/Protected Veterans. Joslin values diversity and inclusion, and we encourage diversity applicants.Joslin Diabetes Center is an Equal Opportunity Employer and it is the policy of Joslin to prohibit discrimination of any type and to afford equal employment opportunities to employees, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, marital/parental status, disability status, protected veteran status or any other status protected by law.

Keywords: Joslin Diabetes Center, Boston , Senior Administrative Coordinator (Office of Sponsored Research), Administration, Clerical , Boston, Massachusetts

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