Administrative Assistant II - Office of Research Scientific

It takes a lot of very smart, hard-working and talented people to provide the level of care that we give to our patients. Tufts Medical Center is an internationally respected academic medical center and we pride ourselves not only on the sophistication of the care we deliver, but the compassionate way in which we provide it. And that starts with our employees.

The Tufts Health Sciences Institutional Review Board (IRB) is federally mandated to review, monitor and approve biomedical and social, behavioral, and educational research. Our goal is to ensure that any research study under Tufts IRB jurisdiction is in compliance with federal, state, and institutional regulations. The Tufts Health Sciences IRB upholds the highest standards, ensuring compliance with ethical principles and regulatory requirements, while serving the Tufts community of scholars and administering a thorough review in a timely and efficient manner.

The administrative assistant is an integral part of the IRB office and provides support to IRB Office staff, IRB Chairs, IRB Members, and researchers throughout Tufts Medical Center and Tufts University. Primary responsibilities include data entry and triaging all incoming research submissions. This is an excellent opportunity for a highly-organized self-starter to gain experience in research compliance.

Under general supervision, the Administrative Assistant ensures continuous, efficient and smooth flow of administrative support activities of department. The position accomplishes these tasks, in part, by assisting callers, taking messages, managing the department's calendar, placing purchasing orders and maintaining an up- to-date filing system. Performs standard and advanced secretarial duties for a department Director or Medical Director or Chief of a major subspecialty. Handles matters of a routine nature to conserve supervisor's time.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS:

• Maintains a current and accurate database environment by recording information for all incoming research submission.
• Ensures all research submission are triaged to appropriate IRB staff and IRB Reviewers.
• Serves as the initial contact for researchers; respond professionally to connect researchers with information resources and IRB staff
• Provides assistance to IRB leadership and office staff colleagues, as appropriate on special projects.
• Maintains established departmental policies and procedures, objectives, quality assurance program, safety, environmental and infection control standards.
• May act as network coordinator.
• May coordinate various department projects and programs.
• May act as lead for at least 3 other personnel.
• Types correspondence, reports, memoranda, special projects, technical papers and related material for department staff as requested.
• Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.
• Schedules and coordinates meetings and facilities which may include travel and lodging arrangements.
• Receives, handles, and transfers phone calls and messages within the department promptly and courteously.
• Takes and transcribes dictation of a highly confidential nature.
• Prepares memoranda and other materials for staff and for business meetings.
• Processes and maintains confidential information such as staff personnel files.
• Collects information needed by supervisor for conferences and reports.
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Processes all incoming mail, open and date stamp, organize the schedule of department manager for action, follow-up, file for review.
• Makes travel arrangements utilizing the hospital travel agent. Arranges flights, hotels and conferences as requested. Maintains appropriate documentation in accordance with established hospital policy and submits expenses for reimbursement.
• Maintains office files through development of an organized and efficient filing system. Ensures that filing is maintained on a daily basis. Filing will also include maintaining a directory on the hospital network to minimize the need for paper filing.
• Acts as a network and telephone coordinator, keeping up to date network changes implementations and attending training sessions.
• Coordinates the assignment and set up of new staff, processing network request forms, passwords and ordering and setup of new equipment.
• Processes hospital forms including, but not limited to: employee action form, purchase requisition, request for payment, and petty cash. Ensures that appropriate documentation is attached to each form.
• Attends meetings, as requested, and prepares meeting notes for distribution.
• Orders office supplies as necessary. Maintains office supply inventories.
• Participates in team meetings and in quality improvement projects.
• Communicates equipment problems beyond the scope of departmental repair to Medical Engineering personnel.
• Assists with developing coverage plans and arranging staffing.
• Monitors the unit cost and quality of departmental supplies purchased from outside vendors. Negotiates purchase agreements with vendors.
• Maintains collaborative, team relationships with peers and colleagues in order to effectively contribute to the working groups achievement of goals, and to help foster a positive work environment.
• Performs other similar and related duties as required or directed.

JOB KNOWLEDGE AND SKILLS:

• Ability to manage multiple, simultaneous tasks and prioritize according to established criteria and protocols and ability to multi-task and independently reprioritize work to ensure work is completed on time.
• Good organizational and communication skills, both verbal and written as well as attention to detail Maturity of judgment, tact, and professional discretion, given the confidential nature of the IRB and IRB-related issues.
• Basic moderate computer skills. Windows (Word, Excel, Access), e-mail and automated scheduling software and the ability to navigate through hospital-based computer systems.
• Ability to read, write and spell in English to ensure accurate message taking. Strong telephone and customer service skills.
• Strong interpersonal skills are required and changing deadlines and the adaptability to change required.
• Ability to work under pressure and changing deadlines and the adaptability to change required.

EDUCATION:

• Bachelor's degree preferred

EXPERIENCE:

• 1-2 years office experience.
• An equivalent combination of education and experience, which provides proficiency in the areas of responsibility listed above, may be substituted for the above education and experience requirements.
• Some work experience; experience in an academic or research setting highly desirable, but not required

WORKING CONDITIONS/PHYSICAL DEMANDS:

• Normal office setting.
• Contact with researchers and department personnel

All your information will be kept confidential according to EEO guidelines.

AMERICANS WITH DISABILITIES STATEMENT:

Must be able to perform all essential functions of this position with reasonable accommodation if disabled.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Tufts Medical Center reserves the right to modify position duties at any time, to reflect process improvements and business necessity.

COVID-19 POLICY:

Please note that effective October 1, 2021, as a condition of employment at Tufts Medical Center, all employees and new hires must have received their complete dose of the COVID-19 vaccine, unless they have been granted an exemption.