Administrative Coordinator (Clinical, Behavioral &
Company: Joslin Diabetes Center
Location: Boston
Posted on: January 27, 2023
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Job Description:
The Administrative Coordinator for the Clinical Research Center
(CRC) is responsible for providing administrative support to the
Senior Investigator of Clinical, Behavioral & Outcomes Research,
the CRC Nurse Manager and Manger of Administrative Services. In
addition, the CRC Administrative Coordinator may be responsible for
supporting additional Investigators and/or Sections as assigned.
Support effort to keep the lab and CRC activities functioning
smoothly - s/he must be familiar with a variety of concepts,
practices and procedures relying on past experience and judgement
to plan, accomplish and successfully perform complicated tasks
independently, with minimal supervision. S/he must be able to
handle many requests on his/her own, prioritize activities, and be
capable of handling multiple projects simultaneously.
The Pediatric Administrative Coordinator provides administrative
support to Dr. Laffel and other members of the Pediatric staff.
This role works collaboratively with other support staff, maintain
office operations, communications, database records, budgets,
invoices, and files. Provides administrative coordination for
pediatric education programs for school nurses and caregivers.
Supports efforts to keep all Pediatric activities functioning
smoothly.
Responsibilities
Administrative Management for the CRC
Work closely with the CRC Nurse Manager, Section Heads, and
Administrative Services Manager to assure the administrative
components of the department run smoothly.
Provide routine and more complex administrative support such as:
directing phone calls and faxes, coordinating maintenance of office
machines, taking and distributing meeting minutes, scheduling,
etc.
Facilitate the monthly CRC billing process by running reports from
the scheduling system and working with study teams to assure
accuracy of the data before submitting to the Office of Sponsored
Research for chargebacks.
Handle inventory and place orders through various vendors for CRC
lab supplies, office supplies, and study teams as necessary.
Communicate and follow up with vendors to obtain quotes for special
items, and track POs when needed.
Monitor patient food supplies and place orders via Instacart or
BIDMC catering.
Act as the point person for communication between our DXA
Technician at BIDMC and study teams at Joslin to coordinate
scheduling for patient scans.
Schedule and assist with coordinating the CRC Investigators
Meetings every other month.
Other duties as assigned.
Administrative Management for Pediatric Research
Provide administrative support for Dr. Laffel, including: managing
Dr. Laffel's schedule and calendar, making travel arrangements and
compiling documents needed for on-site and off-site meetings,
managing expense reimbursements, transcribing dictations, keeping
accurate and updated files, composing letters, and helping with
other department materials as appropriate.
Maintain department personnel files for all pediatric research
personnel. Provide onboarding orientation and schedule necessary
trainings for new personnel. Assist with paperwork for staff
privileges for new and current staff. Act as primary contact for
visiting physicians and scholars and assist with creation and
management of visiting schedule and other administrative needs.
Provide other administrative support as needed, including: making
travel arrangements and submitting expense reimbursements for
pediatric research personnel, ordering supplies, scheduling and
reserving rooms for meetings, maintaining current information for
pediatric research cost centers, facilitating external requests for
permission to use pediatric research surveys, and assisting with
preparation of grant proposals, reports, manuscripts, and
presentations.
Provide administrative coordination for pediatric education
programs for school nurses and caregivers, including program
advertisements, attendee registration and payments, catering,
budgeting, program materials, educational grant applications,
re-application to the American Nurses Association Massachusetts
every 2 years for approval to provide continuing education credits,
and vendor display opportunities.
Other duties as assigned.
General Administrative Management for Research
Work with the Administrative Services Manager and the admin team to
organize special events and meetings as needed.
Other duties as assigned.
Qualifications
Bachelor's degree or equivalent work experience preferred
Prior administrative experience in a research or academic setting
(strongly preferred)
Minimum 2 years of office experience - preferably in a health care
setting
Computer literacy including proficiency with Microsoft Office
Suite: to compose memos or correspondence, assist in the
preparation of presentations, track budgets, prepare grant(s), IRB
and FDA applications, patient communications, and maintain
study-related records.
Strong organizational and communication skills (communicate clearly
and effectively via verbal and written instruction).
Attention to detail and ability to concentrate on multiple
tasks
Ability to prioritize responsibilities - through completion.
Ability to work independently and with others in the lab - to
interact respectfully with other employees, professional staff
and/or external contacts.
Ability to follow general instructions and procedures, as
provided.
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 , Administrative Coordinator (Clinical, Behavioral &, Administration, Clerical , Boston, Massachusetts
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