What are the responsibilities and job description for the Senior Administrative Assistant, Communication and Outreach Coordinator Job at M position at Massachusetts General Hospital?

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.

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 ( 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

The General Hospital Corporation is an Equal Opportunity 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.

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