Sr Administrative Assistant Clinical Cancer Prevention

The primary purpose of the Sr. Administrative Assistant position is to support one or more faculty members and/or supervisors by organizing and coordinating assigned activities and perform varying and extensive complex secretarial duties requiring considerable responsiveness to management and staff needs in an academic setting in support of the Faculty and their research staff. The position requires the demonstration of high level of quantitative skills to organize and maintain data, prioritize assignments and complete tasks within general guidelines, confidentiality, judgment, responsiveness, initiative, and independent decision-making while demonstrating excellent interpersonal and communication skills with all stakeholders.

JOB SPECIFIC COMPETENCIES

Administrative Operations  

• Calendar Management: May provide assistance with administrative and operational activities of a complex nature. Organizes meetings, arranges catering, and provides logistical support for meetings/conferences. This includes coordinating attendees' calendars, typing agenda, scheduling catering, producing flyers, reserving visual and audio materials, etc.  Coordinate receptions and annual department celebrations (facilitate site selection, work with caterer in preparation of menu, produce flyers, etc.)  Set up appointments, record pertinent events and functions to calendar. Manage department conference rooms in CPB6 and BSRB7 and BSRB8 with meeting request.
• Communication: He/she must be able to understand and respond to telephone conversations with physicians and other members of the health care team, both within and outside of the institution.  He/she must be able to clearly communicate verbally person-to-person or over the telephone and triage calls for faculty and/or other designees. Work closely with Operations Manager to review departmental workflow and to review use of resources to promote attainment of routine and other priorities. Assist administratively to determine priorities by clarifying assignments and by communicating with staff.  Demonstrate ability to create working teams to share workload as necessary and to encourage staff input into process development. Review documents with faculty on a regular basis to assure accuracy of information and timely revisions. Compose formal and informal correspondence. Demonstrate ability to maintain confidentiality, to execute any standard clerical duties, and ability to use independent judgment and analysis to gather facts and to determine appropriate solutions.
• Travel Management:  Reviews calendars for accuracy to coordinate travel arrangements for assigned physicians; arranges clinic block and clinic coverage, airfare, ground transportation, confirms reservations, requests agendas, prepares itineraries, makes hotel accommodations, and communicates and retrieves details for travel.  Calculates expenses, prepares expense reports/reimbursement requests, and maintains tracking log on expenditures in a timely manner. Prepare reimbursement requests for outside lectures. Complete and submit accurate leave and extramural requests for faculty and staff prior to travel.  Coordinate conference registration fees and membership fees for faculty and/or other designees using institutional travel management tools in a timely manner and/or for early registrations.
• Accurately processes licensure, license renewal, medical, and medical/specialty society applications and/or renewals for assigned staff.
• Assist with training and orientation of personnel to administrative procedures.
• Act as primary or backup for departmental duties such as timekeeping in Kronos, ordering assets, ordering keys, website updates, review and update clinic schedules (WebOncall), ordering and restocking office supplies for department, etc.
  
  

 Administrative Coordination 

• Manuscripts/Abstracts/CV/Protocols/Other Support/ EndNote/ Grant Submissions: Must maintain curriculum vitae and biographical sketch in NIH format of assigned physician utilizing the myCV system by retrieving data from all sources available. Coordinates manuscript/protocol/grant submissions by organizing and compiling required forms and sections as well as obtaining other support and Biographical Sketch pages from collaborators and supporters; attends and responds to details such as correspondence and renewal deadlines; submits manuscripts to scientific publications, requiring use of referencing software. Maintains master files, requiring continuous revisions to documents, bibliographic libraries, shared resource database and grant/protocol/other support/abstract/manuscript documentation. Maintain EndNote or other reference databases by adding new references, revising or updating existing references, and downloading abstracts.
• Protocol Regulatory Coordination: Assist to prepare research-related protocols (pre-clinical, clinical, laboratory, and animal) for review by CRC/IRB/IACUC, including but not limited to initiation/submission/re-submission/termination utilizing PDOL and eResearch within institutional and departmental guidelines. Keep assigned faculty fully informed on the status of each protocol. Understands and adheres to the policies and procedures related to the conduct of clinical trials.
• Project Coordination: Directs and coordinate institutional, divisional and departmental initiatives, including but not limited to project activities, special functions, events, conferences, create and format presentations, and all phases of assigned projects through delegated faculty, department administration.
• Faculty & Trainee Recruitment: Assists in faculty and trainee recruitment by acting as the contact person. Arranges travel and accommodations if appropriate. Prepares meeting agendas. Ensures all expenditures are processed according to institutional guidelines.
• Lecture Series Coordination: Coordinate departmental educational series, including reserving conference rooms and equipment, create and format presentations/post-test questions, etc.
• Assist faculty, trainee and classified staff administratively including, appointments, credentialing (coordinates process according to institutional and regulatory standards), and promotion and tenure processes. 

 Financial & Purchasing Support      

• Purchasing/Reimbursement Requests: Completes the processing of payment requests, purchase requisitions, order forms/requisitions. Must communicate project status (completion or delays) to manager as required. Requires good perception and reading comprehension and the ability to verbally communicate findings to supervisor/physician and co-workers.
• Track faculty Physician Referral Service (PRS) expenditures on a monthly basis.
• Maintain, track, and reconcile all financial accounts that roll-up to the assigned faculty.
• Documents all expenses and accurately prepares all expense reimbursements according to institutional guidelines.
• Work with the finance team to track and provide supporting documentation for all financial transactions in a timely manner.
• Facilitate procurement of resources and services.
• Complete monthly expense review (STAT Transactions)
• Adheres to funding guidelines, institutional financial policies, and department internal controls procedures.
• Interfaces with the IT team to resolve computer hardware and software problems, as well as to coordinate purchases of these assets.

Other duties as assigned