Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.
Job Summary
Qualifications
Primary Duties and Responsibilities
Team Coordination
• Perform administrative duties under minimal supervision at a high proficiency level (hiring manager may ask for a writing sample and/or administer a skills test during the interview process)
• Develop and implement complex administrative systems and procedures
• Oversee and coordinate the Principal Investigators complex schedule and provide support to efficiently prioritize deadlines and compliance requirements
• Schedule, coordinate, and execute internal meetings, webinars, presentations, special events, and conference calls, with project teams. Please note some of these may be in-person, virtual or hybrid
• Manage correspondences, prepare agendas, prepare visual aids or materials, and take minutes; Partner with the Events & Development Coordinator to plan internal and external events
• Manage and coordinate the work of others who are not direct reports including Ariadne Labs platforms staff and external collaborators
• Create and manage a system of record for all documentation, materials, resources, and correspondences to assure compliance. Assist in creating and formatting slides, documents, and other materials developed by the program team, including materials for the program website
• Process and track financial tasks including processing expenses and reimbursements, travel booking, and memberships for business-related activities; May have explicit responsibility for certain costs within a budget, including travel
• Coach others in procedures, policies, and general best practices
• Represent Ariadne Labs professionally with staff, guests, donors, callers, and external visitors; greet guests, candidates, and donors
• May oversee the activities of interns and fellows
Project Specific Coordination
• In coordination with the Assistant Director of Project Management and other team members, develop project work plans, timelines, and reports to funders; Track project deliverables, identify roadblocks, and escalate issues as they arise
• Understand and communicate the impact of project decisions on budget, resources, and stakeholders
• Plan and manage all logistical aspects of program-related activities including coordinating with hotels, venues, catering, creating itineraries, and booking travel for guests (domestic and international)
• Assist the relationship management of the network of external collaborators, partners, project stakeholders, and vendors
• Provide research support i.e. reviewing and submitting manuscripts, coordinating conference submissions, survey development and distribution, data analysis, updating IRB documentation
• Schedule and coordinate project specific trainings (virtual, in-person and hybrid)
Support New Initiatives
• Support the team with the research and organization of documentation when applying for grants and other funding opportunities
• Perform other related duties and responsibilities as required; provide cross coverage as needed
Required Skills
• Microsoft Office Suite (e.g. Word, Excel, Sharepoint, Teams, etc.)
• Familiarity with the Google information environment is valuable (e.g. Google Docs, Google Sheets, Google Drive, etc.)
• Familiarity with clinical research and research related platforms such as RedCap, Insight Familiarity with Dropbox
• Ability to set-up video and audio conference calls and virtual meetings
• Proficiency with personal computers, spreadsheet, graphic, and database programs
• Written and verbal communication skills (Ariadne Labs may ask for a writing sample and/or administer a skills test)
• Project management skills
• Positive, flexible, professional, and a can-do attitude
• Ability to work independently and utilizes strong interpersonal skills to problem-solve complex issues
• Ability to develop timelines and meet competing deadlines on time and with high caliber deliverables
• Ability to handle complex and confidential information with discretion
• Ability to learn project content quickly
Qualifications
• Experience working in a matrix organization/environment preferred
• Some travel may be required
• Proven office administration and customer service skills strongly preferred
• Experience using agile methods such as Scrum, including cross-functional collaboration on shared tasks across disciplines
• Ability to learn project content quickly
Education
High School Diploma or Equivalent required. BA/BS strongly preferred
Experience
Project support or administrative experience 3-5 years required
Competencies
• Pursues Excellence
• Interpersonal Skills
• Communication Skills
• Organizational & attention to details
• Teamwork & collaboration
• Continuous Learning
• Exercises independent judgement
Knowledge, Skills and Abilities
Additional Job Details (if applicable)
Remote Type
Work Location
Scheduled Weekly Hours
Employee Type
Work Shift
Pay Range
Grade
EEO Statement:
Mass General Brigham Competency Framework
At Mass General Brigham, our competency framework defines what effective leadership "looks like" by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.