General Description Department: Oncology: Clinical Research Office.
Work Schedule/Hours: Monday-Friday/8:30-5:00pm
The Sr. Administrative Coordinator works closely with the Clinical Research Office Director, CRO faculty (Assistant Director Diversity and Inclusion and Lead Research Nurse Manager) to carry out the service and support mission of the CRO, providing complex administrative support and independent management of projects initiated by CRO leadership. Interprets operating policies of the University. Exercises independent judgment in the resolution of administrative problems. Participates in the development of budgets, invoices and ad-hoc reports; monitors and reconciles expenses against approved budgets.
The position entails coordinating the flow of a busy, high volume research support and oversight center. This position regularly deals with budgetary, human subject and other confidential materials, and often requires independent judgment and action.
Duties and Responsibilities:
Serves as administrative assistant to the Clinical Research Office Director, CRO faculty, and assists other Cancer Center program managers as needed.
Coordinates and arranges calendar and travel and processes expense reports for CRO senior leadership.
Independently manages special and continuing projects, including Coordinator's Day, special projects for the Office of Community Cancer Research, the quarterly 2-day Introduction to Research courses. This includes scheduling, arranging for space and presenters, interacting with attendees/participants, preparing handouts and slides, arranging AV, and any other related tasks.
Reconciles Clinical Research Office invoices. Prepares CRO billing for services including compliance monitoring, Coordinating Center billing, and billing by the Central Build Team. Develops spreadsheets to track and report these invoices. Performs monthly and annual reconciliation of program budgets and funds in a timely manner. Manage day-to-day financial responsibilities, such as submission of purchase requests, payment of consultants, and submission of travel expenses reports for CRO leadership.
Orders supplies and processes reimbursements using automated systems. Follows up with suppliers and vendors for outstanding issues. Maintains records for payment tracking.
Instrumental in special event planning and special projects for the Cancer Center such as Core Grant preparation, site visits. Supports events, communications, grant submissions for the CRO's Office of Community Cancer Research.
Has an exceptional understanding of the service functions of the CRO, and has the ability and knowledge to support the tasks of the CRO staff when needed.
Prepares agendas for meetings and takes minutes as needed. Assists with preparation and dissemination of reports, including PowerPoint presentations.
Writes and prepares correspondence on behalf of the CRO leadership.
This description is a general statement of required major duties and responsibilities performed on a regular and consistent basis by the incumbent(s). It should not be held to exclude other duties not mentioned that are similar in nature and level of difficulty.