Full Time 40 hours Grade 009 Surgery- Cancer Control Schedule 8 AM-4:30 PM Responsibilities Position Summary: This position provides administrative support to multiple faculty and staff involved in the Department of Surgery/Cancer Control Unit involving the NCI Community Oncology Research Program (NCORP) and in a post graduate training program. With some direction and latitude for independent judgment, performs a variety of routine and non-routine duties that require advanced word processing, spreadsheet, and database knowledge and skill. The ideal candidate will have a background in administrative support and research, and will have the ability to balance multiple tasks and adjust to changing priorities and challenges in a busy research environment. Typical Duties: General Office: Receptionist duties include: triage calls to appropriate individuals; greet visitors, open and close office, etc. Distribute internal/external mail; check inventory and order office supplies, copier/printer oversight Order services as needed; coordinate facility orders (e.g., telephone, network, signage, housekeeping) General copying, scanning, filing Arrange meetings, teleconferences and webinars with WebEx; assist with technical support of webinars Attend meetings as assigned; prepare agendas, take and distribute minutes. Draft communications; edit correspondence and other documents Provide back-up support to Administrative Assistant and to data management staff as needed. Maintain staff calendars with vacation and other time off Assist in preparations for special events, i.e. holiday or other events Assemble information packets for CCBMRU, NCORP for distribution as needed Provide instruction for faculty and staff in proper use of technology equipment Help to identify and track equipment inventory, update UR Space and complete annual equipment certification Maintain internal spreadsheets relating to purchases, maintenance agreements and service contracts; ensure appropriate records relating to purchasing activities are maintained Responsible for tracking all publications for CCBMRU. Orient new employees to the research group.Provide technology equipment and space access to faculty and staff.Request access needs, coordinate training and ensure new personnel meet University compliance regulations.Update all personnel listings.Coordinate and track mandatory and other training requirements of employees.Manage personnel phone and email listings for URMC Directory Responsible for identifying training opportunities to continue to learn and be informed about Perform other related duties as required. NCORP: Responsible for organizing NCORP Research Base annual meeting.Includes arranging and reserving meeting venue and food, making hotel and travel arrangements for invited guests, managing registrations. Ensure affiliation documentation for components, investigators and staff are in order and maintain databases of approvals. Update information as necessary Maintain database of all research base publications; track authorship for each protocol Assist Audit Manager in arranging off site audits: schedule, prepare documentation, assign auditors, arrange travel and process reimbursement Routine data reporting Assist with data management activities and maintenance of web pages Schedule meetings as directed and record/document/distribute meeting minutes as needed Development and distribution of meeting materials Faculty Support: Update Curriculum Vitae and eCV for assigned faculty. Maintain/update assigned faculty NIH Biosketches and Other Support pages Submit publications to MyNCBI as needed to maintain compliance with NIH Public Access Policy.Order reprints and submit payment for publication fees as needed. Assist in grant preparation and submission Assist in preparing slides, scientific papers, presentations, research protocols and other documents as needed Arrange travel, conference registration and hotel accommodations. Interface with organizations, hospitals and others to facilitate invited lectures and speaking engagements for the provider. Track and renew memberships to professional organizations Process requests for payment for journals, publications and dues, travel reimbursement and honoraria. Maintain expense account records (travel, tuition, other expenses) for each faculty Accounting: Reconcile monthly ledgers for NCORP and trainee program Provide copies of ledgers to PIs and obtain sign-off Cost transfer journal entries Prepare & process Requests for Payment, Requisition for PO, Travel & Expense Reports, etc. Follow up with A/P, Purchasing & vendors re outstanding payments, purchase orders and invoices Assist in processing research subject reimbursement Qualifications: Two years of post-high school secretarial studies or the equivalent. Associateâ™s degree preferred Three years of secretarial or office experience (prefer at least 3 yearsâ™ experience in grant preparation) Skills: Proficiency in Microsoft Office suite of programs Experience in scientific grant/manuscript process Demonstrated attention to detail Effective interpersonal skills Ability to plan, prioritize, and track details of multi-stage projects and multiple tasks Ability to work as a member of a team to accomplish objectives Familiarity with website management and financial forms a plus
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