General Description General Summary: The Administrative Secretary will provide administrative and secretarial support to clinical trials manager of a multi-faceted clinical/research office in the Retina division of the Wilmer Eye Institute. This is a support role to encompass office workflow, patient appointments, correspondence, special projects (as assigned), data compilation, and records control.
Duties and Responsibilities:
•Prepare patient folders for study visits, adding patients in Epic system, enter enrolled patient data into CRMS and other protocol databases and keep them updated as study participants progress as required into such databases.
•Complete, submit and file insurance clearance forms for the enrolled study patients.
•Maintain study binders.
•Maintain records through filing, retrieval, retention, storage, compilation, updating, and destruction.
•Answer and screen telephone calls, record messages with attention to detail, relay messages.
•Operate personal computer to access e-mail, electronic calendars, and other basic office support software, use various software applications, such as Microsoft Word, Excel, and PowerPoint to assemble, manipulate, and/or format data and/or reports.
•Operate office equipment such as photocopier, fax machine, and calculator.
•Assemble and categorize facts and figures for written computation and calculations. •Locate and compile information and format for presentation as required.
• Maintain calendars, schedule appointments and meeting rooms.
•Record and transcribe meeting minutes and track meeting attendance.
•Maintain filing system, to include peer review files.
•Use knowledge of scientific, medical, literary, or other technical terminology in written and verbal communications.
•Execute literary searches.
•Submit travel and expense reimbursement and online payment requests in SAP.
• Pick up and deliver materials as required.
•Organize special events including meetings, seminars, symposiums, e.g., ordering food, arranging rooms and audiovisual.
•Submit travel, online payment paperwork and purchasing requests to the Accounts Payable and Purchasing Assistants.
•Pick up and deliver materials as requested.
•Sort and distribute mail.
•Send out Courier mail (FedEx, UPS, etc.).
•May assist with typing correspondence, manuscripts, grants proposals, and filing.
High School Diploma/GED and two (2) years related experience. Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
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