Administrative Assistant Senior

Provide administrative support for project management-related infrastructure activities related to the Healey Platform Trial, including:

• Supporting the NCRI leadership team as the liaison to the Healey & AMG Center administrative team
• Create communication and outreach plans that include newsletters, email materials, and press releases
• Oversee the governance of the trial, including but not limited to, Executive Committee, and updating and maintaining conflict of interest forms and trackers
• Planning, attending, and assisting with logistical activities for the Platform Trial Regional meetings.
• Coordinating any other in-person meetings between the leadership team and external vendors.

Assist with operational aspects of meeting planning (investigator/training meetings) to include:

• Planning, executing, and overseeing all financial aspects (i.e, staying within budget and managing travel reimbursements as needed).

Assist the Office Manager in developing training materials for administrative team members, and perform other related duties that arise

Provide direct administrative support to the Healey Platform Trial:

• General administrative support to the Platform Trial projects (e.g., electronic file organization, shared drive organization, formatting project documents, general project communications/calendar)
• Planningfor face-to-face conferences, scheduling team meetings and conference calls, ordering supplies for the team, and providing some research and network-related support as needed.
• Operational support to the Healey Platform Trial's weekly teleconferences, in-person meetings, and center webinars.

General Administration

• Maintains licenses throughout the department to include: Smartsheet, DocuSign, etc.
• Maintains calendar and calendar items for assigned projects.

• Organizes, schedules, and reserves conference rooms for weekly team operations meetings.
• Supports planning and travel logistics of network-related meetings and conferences.
• Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.
• Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, and other related documents at the highest level of proficiency.
• Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons.
• Troubleshot routine/non-routine problems and takes measures to correct/handle issues.

Project Coordination

• Conducts literature searches and web searches, and organizes findings

• May be required to provide reports on various activities related to Project Management (i.e., Standard Operating Procedures (SOP) version tracking, staff training, etc.).
• Assists with manuscript/abstract/poster preparations and submissions for conferences, including formatting references, proofreading, graphics, slides, and other tasks

• Incorporates data from existing information into spreadsheets/databases in an organized and presentable format.

Personnel Management

• May assist in interviewing potential candidates and hiring new administrative staff to support the Project Management team
• Takes primary responsibility for providing orientation and training for new hires
• Maintains a safe environment for visitors and staff
• Reviews the appropriate use of equipment, supplies, and physical facilities; holds staff accountable for safe and efficient practice
• May be required to provide reports on various activities related to Project Management (i.e., Standard Operating Procedures (SOP) version tracking, staff training, etc.).

Other duties assigned and within the scope of the role

• Strong analytical and computer (MS Office) skills
• Independent judgment and problem-solving skills
• Careful attention to detail
• Excellent interpersonal and communication skills
• Ability to directly manage new members of the NCRI Project Management administrative staff
• Ability to work with outside vendors to plan and operationally manage administrative aspects of the annual NEALS meeting and other project study-related meetings (investigator training meetings, 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 under a deadline
• Ability to handle sensitive information
• Ability to work independently and flexibly, but as part of a team
• Strong professionalism

High School Diploma required, associate degree or bachelor's degree preferred.

Minimum of 3-5 years of related office experience required. Experience in a clinical research setting strongly preferred

FISCAL RESPONSIBILITY:

Works closely with the Office Manager and Grant Administrator to stay within the budget of meeting planning, managing travel reimbursements

Hybrid-fixed schedule