Administrative Assistant Ii

Job no: 522275
Position Type: Staff Full Time
Campus: UMass Boston
Department: Biology
Pay Grade: 17
Date opened: 15 Feb 2024 Eastern Standard Time
Applications close: 15 Mar 2024 Eastern Daylight Time

General Summary:

The Administrative Assistant 11 works directly with the Senior Program Manager of the University of Massachusetts Boston (UMass Boston) - Dana-Farber/Harvard Cancer Center (DF/HCC} U54 Partnership along with Partnership Principal Investigators (Pis), research investigators, core directors and staff, grant administrators, business managers and other relevant research/program staff at the University and at the multiple institutions of the OF/HCC to support all administrative needs of the Partnership. Primary functions of this role include overseeing the event and meeting schedule, maintaining the Partnership website and monthly newsletter and managing the listserv, and serving as the primary user of the Partnership email address.

Additionally, s/he will maintain the outcomes database. including conducting a comprehensive publication and grant search and communicating with formerly funded researchers for updates. This person will assist the Senior Program Manager with regular progress reports and data requests from the National Cancer Institute (NCI) of the National Institutes of Health (NIH).

This person will also assist funded Partnership projects and cores with meeting preparations, as needed; and will work closely with the Senior Program Manager to prepare and review large NIH and NCI research grants for submission.

Examples of Duties:

Monthly creation of the Partnership newsletter to distribute potential extramural funding sources for project and core leaders, research training opportunities for students, and details for local and national events potentially of interest for Partnership personnel.

Assist the Partnership Senior Program Manager with monitoring project progress by assisting the preparation, review and submission of internal and external programmatic reports.

Coordinate travel and lodging for event speakers, NIH/NCI officials and the Partnership's internal and external scientific committees, i.e., the PSC and IAC

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Provide logistical support for NCI meetings and research conferences, and also with internal Partnership meetings, seminars and events; arranging
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Photograph Partnership-related meetings and events and/or arrange for professional photography service
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Coordinate and schedule monthly scientific meetings, the annual Cancer Symposium, the annual Workforce Development Symposium, the annual PSC and NCI site visit and other ad hoc administrative meetings
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Participate in NIH PACHE and NIH Training Navigation webinars and meetings
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Manage and track Partnership outcomes, ensure publication compliance with the NIH Public Access Policy, monitoring MPls' MyNCBI Bibliography to ensure publications are uploaded in a timely manner
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Assist in providing administrative and strategic planning support for the funded project and cores, as needed, and develop agendas for internal meetings
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Support the Diversity, Equity, and Inclusion Research Project Manager and MPls on an as needed basis
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Assist in the dissemination of the Partnership's Request for Applications (RFA) at the University and OF/HCC
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Establish and maintain relationships with contractors and vendors, e.g., research consultants and catering companies
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Assist in the direction of communication and outreach for the Partnership both internally and externally at UMass Boston and OF/HCC
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Design, develop and provide ongoing management for the Partnership's website
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Assist in the creation and distribution of announcements for meetings, events, grant announcements etc
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Assist in the creation of literature for distribution at Partnership events and assist the editorial process of posters for research presentations
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Coordinate with projects and cores to photograph trainees in research environments; and Perform other duties as assigned
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Travel:

This position is primarily based at UMass Boston and requires occasional travel to OF/HCC. This person will have a secondary workspace at OF/HCC to mitigate the need to travel during business hours.

Qualifications:

Minimum of 4-5 years of relative experience or a Bachelor's degree required

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Experience with various types of award mechanisms, primarily grant submissions preferred
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Experience with several types of award mechanisms, including grants, contracts and subcontracts preferred
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Extensive knowledge of program administration guidelines of NIH and NCI, along with successful experience utilizing the NIH ASSIST system preferred
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Experience with NIH RePORTER and PubMed Central required
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Experience with the NIH Manuscript Submission (NIHMS) system and MyNCBI preferred
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Proficiency note-taking, writing and editorial skills required
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Proficiency using Microsoft Suite i.e. Word, Excel, Adobe, PowerPoint required
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Ability to manage and coordinate volunteers for events required
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Ability to manage and coordinate multiple projects simultaneously required
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Ability to work well in a team environment as well as independently required
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Adept at the follow-up process and cordial communication required
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Experience in large and small event planning required
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Experience maintaining a website preferred
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For all preferred skills listed above, ongoing training will be provided.

Application Instructions:

Please apply online with your resume, cover letter and list of three professional work references.

Review of candidates will begin following the application closing date.

Grade: 17

This is a non-exempt union position. This is a grant funded position with a current end date of August 31, 2026, subject to renewal contingent on funding and university needs.

All official salary offers must be approved by Human Resources.

UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact the ADA/504 Coordinator Andrea Haas or 617-287-5148.