Full Time 40 hours Grade 051 Surgery- Cancer Control Schedule 8 AM-5 PM Responsibilities Position Summary: Serves as the administrative assistant to assigned faculty in the Department of Surgery Cancer Control and Survivorship Research Division and reports to the Division Administrator. With minimal direction and latitude for independent judgment, manages the general office and related administrative services for this large Division, provides office supervision, and coordinates support services. The individual in this position must be adept at prioritizing tasks and projects, must be able to work with limited supervision, and must be able to exercise independent judgment. Must understand and communicate University policies and procedures, analyze situations, and make judgments to facilitate desired outcomes. Duties Faculty Support: Provide executive level support to 3-4 faculty members in Cancer Control Research Unit. This includes: Grant support:submit NIH grants using ASSIST and progress reports using eRA Commons; maintain and update faculty CVs, Biosketches, Other Support; ensure proper sign-off; utilize graphic design to prepare and embed figures in research grant applications. Maintain/update PMCID manuscript processing via myNCBI NIH portal: upload final Word documents of manuscripts for PMCID processing; request accepted manuscripts from faculty on quarterly basis. Provide high-level editorial assistance with all publications; e.g., proofreading and editing manuscripts and other documents and maintaining files for same. Assist faculty with presentationsâ”import photos and/or embed videos into PowerPoint. Maintain calendars for assigned faculty. Arrange faculty scientific memberships and coordinate extensive faculty travel, both domestic and international; complete travel expense forms. Arrange meetings, coordinate room reservation, A/V set-up, refreshments, etc. and gather or prepare any materials; when necessary, arrange for web-conferencing for participants. Coordinate travel arrangements and appointments for visiting collaborators or students, including foreign collaborators. Assist faculty with grant reviews; download PDFs and scoring sheets, upload submissions. Take minutes for meetings. Assist faculty with other relevant correspondence. Division Support Manage facilities/maintenance and telecommunications needs for the department including managing internal moves, building access, and account changes. Supervise 2 Secretary IVs. Collect and compile all data for annual Dept of Surgery Scholarship Report of all faculty. Plan and coordinate regularly scheduled division research meetings and special events, announcements and special functions; includes arrangements, research and preparation, itinerary and follow up. Coordinate faculty appointments, including tracking expiration for primary and secondary appointments and expediting renewals with internal and external departments. Orient new faculty and staff to general division resources and procedures. Assist Lab Manager and study coordinators with ordering supplies, maintenance, invoicing, journal entries, signatures. Obtain quotes for purchases among research projects; work with institutional offices for approvals, such as RSRB and ORPA. Communicate and manage all aspects of numerous meetings, events, and training activities for Division faculty and staff. Assist Division Administrator and Research Administrator with other research grants, programs, and subcontracts. Accounting: Assist Research Administrator in Financial Administration operations for assigned faculty. With latitude for independent judgment, utilize knowledge of the University accounting procedures to reconcile and analyze monthly accounts; ensure accuracy of charges and work independently to resolve errors; maintain ledger files; track faculty expenditures Facilitate payment of vendor services by completing and processing financial forms for Accounts Payable and Purchasing, including acquiring additional information, obtaining signatures, copying, filing and making deposits; following up on errors and outstanding payments. Act as liaison with Purchasing and Accounts Payable. Prepare cost transfer journal entries. Assist with the reconciliation of monthly ledgers with expenses and maintain financial support documentation.Provide copies of selected ledgers to Investigators and organize and obtain review sign-off. NCORP Grant Administrative: In collaboration with the NCORP Director and Administrator, Assist in annual meeting organization, planning and execution, including, but not limited to, facilities selection and facilities planning, meals, travel, program materials. Coordinate competing renewal grant application, collect information from multiple sources, compile data, ensure completeness, proofread and edit. Establish and maintain a database of all active clinical research projects, personnel involved, budget and timelines. Other duties as assigned. Qualifications Bachelorâ™s degree and 1-2 years of related experience; or the equivalent combination of education and experience. Three or more years of experience providing administrative support in an academic setting are strongly preferred. This position demands strong attention to detail; excellent communication, and organizational and planning skills; willingness to learn and adapt to new systems and changes in institutional priorities and policies; attention to detail; proofreading/editing skills with attention to grammar, punctuation, spelling, etc.; willingness to assist on special projects; the ability to work independently and as a team member. Must be adept at using Outlook for e-mail and calendar management, Microsoft Word, Excel, and PowerPoint; and Adobe Acrobat. WebEx and Doodle experience preferred, as well as experience with eRA Commons and MyNCBI.
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