Specialist - Research Support
About The Position
Provides advanced secretarial support to Clinical Investigators and the Clinical Manager at the Virginia G. Piper Cancer Center Clinical Trials Program. Oversees daily administrative activities accurately, confidentially, and ethically. The role coordinates preparation and submission of documents for manuscripts, abstracts, and presentations, and assists with presentations and printed materials. It maintains investigators’ calendars, arranges meetings and business travel, prepares travel itineraries, processes travel-expense reimbursements, anticipates scheduling conflicts, and tracks paid time off and continuing medical education credits. The Specialist schedules meetings and conference calls, reports accurate meeting information, takes and transcribes minutes when applicable, and coordinates catering. The role also performs advanced secretarial and office-automation duties; supports administrative projects such as login requests, payment authorizations, materials orders, work orders, meetings, and interviews; and provides project status updates. Additional responsibilities include maintaining departmental correspondence, reviewing documents for spelling, format, and grammar, writing policies and procedures as needed, communicating with professionals across the organization and external sponsors, screening calls and correspondence, coordinating investigator credentialing, maintaining licenses, and recording departmental activities and administrative expenses.
Requirements
- Associate degree or four years of related experience required.
- Five years of administrative experience required.
- Proficiency with Microsoft Word, Excel, PowerPoint, and Ref Works, or related office equipment.
Nice To Haves
- Bachelor’s degree preferred.
Responsibilities
- Provide advanced secretarial support to Clinical Investigators and the Clinical Manager, overseeing daily administrative activities ethically, confidentially, and accurately.
- Coordinate preparation and submission of documents for manuscripts, abstracts, and presentations; assist with posters, PowerPoint presentations, and other printed materials.
- Maintain investigators’ calendars and arrange conferences, meetings, business travel, and transportation; prepare detailed travel itineraries and process travel-expense reimbursements.
- Review schedules in advance to anticipate potential conflicts and track paid time off and continuing medical education credits.
- Schedule meetings and conference calls, provide accurate meeting information, take and transcribe minutes when applicable, and coordinate catering when applicable.
- Perform advanced secretarial duties, including transcription, typing, computer operation, copying, faxing, emailing, and scanning.
- Assist administration with login requests, payment authorizations, ordering computers, phones, and business cards, entering work orders, scheduling meetings and interviews, and arranging catering; provide status updates on assigned projects.
- Maintain departmental correspondence, compose and type routine correspondence, review documents for spelling, format, and grammar, and write policies and procedures as needed.
- Communicate with physicians, research coordinators, research specialists, managers, hospital administration, sponsors, and sponsor representatives; screen calls, mail, publications, and other correspondence.
- Coordinate investigator credentialing, maintain investigator licenses, and maintain records of departmental activities and administrative expenses.
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What This Job Offers
Job Type
Full-time
Education Level
Associate degree
