Under minimal supervision, responsible for day-to-day administrative and business activities related to research conducted at the Sinai Urban Health Institute. The Research Support Specialist provides heavy administrative support to staff of 30-40 epidemiologist, supervisors, program managers, and community health workers. The majority of time (80% or more) will be spent on scheduling meetings, processing payroll, maintaining staff records, basic departmental accounting such as check requests and purchase orders, preparing offices for onboarding staff, conducting departmental orientation, maintaining supplies, meeting preparation and minutes, preparing presentation materials including PowerPoint and graphs, and performing all other duties as assigned. Will maintain a functional and pleasant work environment by initiating and tracking requests for printing, supplies, keys, environmental services, pest control, engineering, security, and other support services.
Responsible for research-related duties ( about 20% of time), including, but not limited to, performing literature searches, entering data, maintaining physical and electronic research files, and managing research literature databases. This position requires close attention to detail, excellent exercise of judgment, and detailed knowledge of institutional policies related to work performed.
ESSENTIAL FUNCTIONS AND DUTIES: DATA AND EVALUATION
Assists in the collection of relevant information, documentation and literature searches for proposals, reports and/or publications.
Responsible for managing research literature, including the development of a literature management database, and system for organizing electronic and hard copies of articles.
Assists in maintaining databases, electronic records and physical research files.
May enter program information into databases as required/ assigned.
May prepare grant proposals and various data reports and documentation as needed.
ESSENTIAL FUNCTIONS AND DUTIES: ADMINISTRATION
Assists in the preparation of presentation materials including PowerPoint slides, tables, and graphs.
Maintains a functional and pleasant work environment by initiating and tracking requests for printing, supplies, keys, environmental services, pest control, engineering, security, and other support services.
Performs basic departmental accounting tasks such as preparing and tracking purchase orders, check requests, and petty cash; tracks down checks and deposits all revenue; provides back up of all expenses to grant managers; ensures use of tax exempt letters; and provides pay histories for all current grant projects.
Collaborates with supervisors to on-board new staff, including office assignment and cleaning, office equipment, business cards, IT needs, and phone set-up.
Provides orientation training for new SUHI staff related to work expectations of SUHI employees, protocol and compliance issues, using various pieces of office equipment, and explaining employee timekeeping procedures. Obtains various equipment and supplies for new SUHI staff.
Manages IS needs as well as software licensing, renewals, and upgrades.
Tracks Annual Evaluations, Net Learning modules, and compliance with vaccinations and TB testing.
Organizes the logistics of the monthly all-staff meeting and provides minutes.
Maintains effective written and verbal communications with professional staff, caregivers, and others through appropriate and considerate interactions.
Pulls monthly cost center reports from Meditech.
Performs a variety of administrative support tasks including copying, filing, faxing, recordkeeping, and maintaining department calendars and email.
Provides scheduling for Senior Administrative staff.
Performs all other duties as assigned.
MINIMUM EDUCATION AND WORK EXPERIENCE:
Bachelor's degree required.
1-3 years’ work experience in a public health or research setting preferred.
SKILLS & ABILITIES
Proficient in Microsoft WORD, Excel, Access and Power Point, and the ability to pick-up additional computer skills as needed.
Extensive knowledge of office methods and procedures, filing, telephone techniques, and office equipment, as well as English usage, spelling, grammar, and punctuation.
Ability to perform secretarial and clerical duties with speed and accuracy with minimal supervision.
Requires intermediate math skills.
Must be a self-starter who completes tasks in a timely manner without reminders.
Excellent interpersonal skills enabling him/her to interact with caregivers in all settings of the Health System.
Strong organizational skills with an ability to juggle many requests, many tasks, and many people all at one time.
Ability to use independent judgment and to manage and impart confidential information.
Must exhibit sensitivity to all patients and caregivers and be culturally competent in dealing with people from a variety of backgrounds, race/ethnicities, orientations.
Schwab Rehabilitation Hospital is a freestanding, not-for-profit, 102-licensed bed facility onChicago’s West and Southwest Side that offers comprehensive inpatient and outpatient programs foradults and children. Schwab is a proud member of Sinai Health System and the first fully licensed andaccredited rehabilitation hospital in the Midwest.Our therapists see patients through the entire continuum o...f care, from acute inpatient admissions atMount Sinai Hospital, to inpatient rehabilitation and outpatient therapy services at Schwab. We alsohave a hospital-based rehabilitation-focused short-term sub-acute unit at Schwab that provides boththerapy and nursing services with exceptional outcomes.Our rehabilitation team takes a holistic, interdisciplinary approach to address the physical, cognitiveand psychosocial needs of each patient. Each patient is assessed and provided with a personalized careplan tailored to help achieve maximal independence and function. Schwab offers seven treatmentgyms featuring private treatment rooms, a warm-water indoor therapy pool, and an award-winningtherapeutic roof top garden.