Mass General Brigham is hiring: Senior Administrative Assistant, Communication a

Senior Administrative Assistant, Communication and Outreach Coordinator

Apply remote type Hybrid locations Somerville-MA time type Full time posted on Posted 5 Days Ago job requisition id RQ4005731 Site: The General Hospital Corporation

At Mass General Brigham, we know it takes a surprising range of talented professionals to advance our mission—from doctors, nurses, business people and tech experts, to dedicated researchers and systems analysts. As a not-for-profit organization, Mass General Brigham is committed to supporting patient care, research, teaching, and service to the community. We place great value on being a diverse, equitable and inclusive organization as we aim to reflect the diversity of the patients we serve.

At Mass General Brigham, we believe a diverse set of backgrounds and lived experiences makes us stronger by challenging our assumptions with new perspectives that can drive revolutionary discoveries in medical innovations in research and patient care. Therefore, we invite and welcome applicants from traditionally underrepresented groups in healthcare — people of color, people with disabilities, LGBTQ community, and/or gender expansive, first and second-generation immigrants, veterans, and people from different socioeconomic backgrounds – to apply.

Job Summary

The Neurological Clinical Research Institute (NCRI) develops, designs, supports, and manages innovative observational and interventional trials for neurological disorders. This fast-paced institute has an impressive record of efficiently organizing, overseeing, coordinating, and conducting small and large multi-center, international clinical trials. The mission of the NCRI is to accelerate translational research in neurological disorders through initiating and testing novel therapies. The NCRI also serves as a Coordinating Center for the Northeast ALS Consortium (NEALS), a non-profit, research consortium committed to the cooperative implementation, timely completion, analysis, and reporting of clinical trials, and other research studies aimed at improving patient care and understanding of the disease process of Amyotrophic Lateral Sclerosis (ALS).

Under supervision of the Director of Research Operations, the Communications & Outreach Coordinator will act as the “information hub” for the NIH funded Network for Excellence in Neuroscience Clinical Trials (NeuroNEXT) for all infrastructure-related activities. The NeuroNEXT Network consists of 1 Clinical Coordinating Center (NCRI/MGH), 1 Data Coordinating Center (U Iowa), and 14 Clinical Study Sites that enroll participants in various clinical trials funded by NINDS and conducted via the Network. The Communications & Outreach Specialist will provide operational support to (1) the NeuroNEXT Executive Committee (NEC), including but not limited to bi-weekly teleconferences and in-person meetings annually; (2) the NeuroNEXT Clinical and Data Coordination Center leadership team, including monthly calls with a representative from NINDS, and in-person meetings annually; (3) the NeuroNEXT pre-award team that meets weekly; and (4) various Network Committees that have meetings monthly. In addition, this person will be responsible for drafting and distributing a monthly newsletter to the Network, providing periodic updates to the NeuroNEXT Network website, and assisting with Network-wide webinars.

The position requires a high degree of flexibility, the ability to prioritize tasks, independence, and willingness to participate in multiple activities and provide support by working with the team.

Qualifications

• Responsible for staying well-informed about NeuroNEXT Network activities and communicating updates to the Network and the public. More specifically:

• Develops, coordinates, and maintains materials on the Network website (www.neuronext.org) related to overall Network operations and specifically the CCC
• Develops, coordinates, finalizes, and distributes Network level newsletters monthly

• Provides administrative support for the Director including:
  • Screens and manages issues as they are presented; troubleshoots and provides effective solutions using sound judgment and maintaining confidentiality
  • Manages travel and requests for reimbursement
• Attends and participates in NeuroNEXT meetings and committees to keep abreast of current activities within the Network
• Provides webinar and videoconference support for all Network infrastructure activities and training for other administrative staff on the use of equipment and services
• Provides operational support to the Healey Center Science Advisory Council (SAC), including:
  • Scheduling and distributing materials for in-person meetings
  • Preparing, finalizing, and distributing meeting agendas, and meeting minutes in collaboration with the Director, NEC Co-Chairs, and colleagues at the Data Coordinating Center
  • Scheduling committee chairs to present quarterly NEC updates
• Manages Network-level policies and guidelines, updating and distributing them as needed
• Assist with planning and execution of all aspects of the annual NeuroNEXT Network meeting, with 100+ attendees from across the US
• Manages operational aspects of in-person meeting planning and execution, including:

• Handle catering requests for meetings, venue research, and selection for an on or off-site meeting
  • Oversee all financial aspects (i.e., staying within budget, managing travel reimbursement requests, etc.) in collaboration with the Director and appropriate Grant Administrator
  • Communicating with and distributing meeting materials to all meeting participants
  • Assist with developing agendas and meeting materials (name badges, registration materials, handouts, slide presentations, etc.)
  • Manage on-site registration, audiovisual requirements/needs, and any venue-related issues as they arise
  • Prepare, finalize, and distribute meeting minutes to all attendees

• Provide operational support to the NeuroNEXT leadership team, pre-award team, and various Network committees, including:
  • Scheduling and distribution of materials for all teleconferences, webinars, and video conferences
  • Work with meeting leaders to prepare, finalize, and distribute meeting agendas and minutes
  • Assist the Conflict-of-Interest Committee to request and collect annual updates on Network related conflicts from members of the Coordinating Centers and Clinical Study Sites
  • Assist the Education Committee in conducting various educational webinars and the logistics of sharing recorded training via the NeuroNEXT website
  • Assist with compiling materials (site interest, NIH bio sketches, enrollment projection tables, etc.) for NeuroNEXT grant applications with a high level of proficiency
  • Provide logistical support to external entities
• Other duties as assigned within the scope of the role

QUALIFICATIONS:

• A Bachelor’s degree or equivalent level of experience is required
• 1 - 2 years related experience
• Superior research and writing skills. Strong technical skills.
• Superior interpersonal communication skills; ability to interact effectively with a variety of persons with different backgrounds and knowledge sets
• Previous experience in a clinical research setting is preferred, but not required.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

• Excellent organizational and management skills
• Strong analytical and computer (MS Office) skills
• Independent judgment and problem-solving skills
• Careful attention to detail
• Excellent interpersonal and communication skills
• Ability to work with outside vendors to plan and operationally manage administrative aspects of the NeuroNEXT annual meeting and other Network infrastructure-related meetings (NEC, Network leadership, etc.)
• Ability to understand and assist with budgetary aspects of meeting planning, including management of travel reimbursements for attendees
• Ability to work well under pressure and deadlines
• Ability to handle sensitive information
• Ability to work independently but as part of a team
• Strong professionalism

WORKING CONDITIONS:

• Will include travel, approximately 1 – 2 times per year

FISCAL RESPONSIBILITY:

• Works closely with the Director and grant administrator to stay within budget of meeting planning; and managing travel reimbursements

Additional Job Details (if applicable)

Remote Type

Hybrid

Work Location

399 Revolution Drive

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

EEO Statement:

The General Hospital Corporation is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

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.

Why work here?

Combat disease. Hold a hand. Help people. Impact the world.

Mass General Brigham is a passionate, welcoming community where minds meet caring hearts.

Come be a part of the world’s most powerful force in medicine, where every role is important in changing lives. Are you ready?

About Us?

Our history includes New England hospitals founded over 200 years ago, some of the first and most prestigious hospitals in the world.

Built on the legacy of two leading academic medical centers, we’re more than a system—we’re leaders in the practice of medicine. Mass General Brigham is committed to serving the community.

We are dedicated to enhancing patient care, teaching and research, and taking a leadership role as an integrated health care system.

We recognize that increasing value and continuously improving quality are essential to maintaining excellence.