Administrative Assistant
Beacon Hill Staffing Group

Job Info

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Our client, a prestigious university located in Cambridge, is seeking an Administrative Assistant to join their Medical Engineering & Science department! Under minimal supervision, the Administrative Assistant will provide comprehensive administrative support to faculty with teaching responsibilities and active research groups. This role will also work on a hybrid schedule for the next 3-6 months with potential to transition permanent.

Hours: 8:30 - 5:00
Pay: $23/hr - $27/hr depending on experience

RESPONSIBILITIES:

· Will act as a primary contact for assigned professors as well as liaison between researcher's and all stakeholders, internal and external, ensuring any inquiries are addressed and resolved according
to department policy and procedures
· Perform a wide variety of general office tasks, including but not limited to, calendar management, answering phones, maintaining listservs, ordering supplies, coordinating meetings, distributing mail, coordinating mass mailings, basic website management, photocopying, overseeing the maintenance of office equipment and property inventory, setting up and maintaining common
areas, solving basic computer issues as well as library and Internet searches
· General finance duties, including but not limited to managing reimbursements, processing requisitions, purchase orders and requests for payment and invoices
· Maintain filing systems such as travel vouchers and research grants/contracts, monitor for efficiency, initiate changes and updates to manuals and procedures for own area
· Respond to inquiries that may be complex and require research while ensuring inquiries are addressed and resolved in a timely manner, escalating as necessary
· Coordinate the arrival of new students, staff and scholars by processing personnel/financial transactions in close collaboration with Human Resources groups represented in the lab
· Assist with the preparation of course material and other documents, as needed
· May compose and/or edit correspondence and other documents
· Attend meetings; record, interpret, draft, and distribute minutes
· Draft work area materials, e.g., briefings, newsletters, and other documents, as needed
· May organize small projects and perform research and/or gather information for more complex projects
· Coordinate site visits by sponsors, collaborators, guest lecturers, potential staff and other contacts, as needed
· Coordinate events, including but not limited to, preparing agendas, invitations, materials, food, space, AV, and advertising
· May prepare complex itineraries for multiple constituents, including travel arrangements, meeting schedules, reserving space, scheduling presenters, ordering refreshments, preparing materials, and advertising
· May monitor and coordinate the work of students and temporary staff
· Other duties as assigned

QUALIFICATIONS:
· High School diploma
· At least three years of administrative experience, preferably in higher education
· Strong Microsoft Office Suite experience
· Interest and ability to resolve problems in a thorough and timely manner
· Ability to juggle multiple tasks and meet deadlines without compromising quality
· Scheduling and calendar management skills
· Exceedingly fine attention to detail and the ability to proactively anticipate issues and
complications before they arise
· Strong written and oral communication skills; excellent spelling, punctuation, and grammar
· Bonus : Adobe, Endnote Suite, LaTeX, SAP, and/or web design software experience

Qualified Candidates are encouraged to apply today for immediate consideration!

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)

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