Administrative Assistant II

Job Summary

Specializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department. Responsibilities may include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, Answer and transfer phone calls, prepare spreadsheets and presentations. Manage schedules, coordinate travel, conference calls, payroll and transcription.

Responsibilities

• Prepare reports, meeting minutes and correspondence.
• Create and edit documents, spreadsheets and presentations.
• Manage schedules, arrange appointments and itineraries.
• Cook up meetings, travel, conference calls, and complete expense reports.
• Answer and transfer phone calls.
• May perform transcription and proofread and edit literature, prepare applications for department.

Essential Functions

• Remain knowledgeable of business unit policies.
• May make contacts of a sensitive, complex, and confidential nature.
• Completes routine tasks under moderate supervision.

Qualifications

• Education: High School Diploma or Equivalent required or Trade/Technical/Vocational Diploma Related Field of Study preferred.
• Experience: Administrative Assistant or Secretarial Experience 2-3 years required.

Additional Job Details

• The Neurological Clinical Research Institute (NCRI) develops, designs, supports, and manages innovative observational and interventional trials for neurological disorders.
• The Administrative Assistant II will provide general administrative support to the HEALEY ALS Platform Trial principal investigators and projects.
• Daily responsibilities will include planning for face-to-face conferences, virtual conferences, and meetings, scheduling team meetings and conference calls, ordering supplies for the team, and providing some research and network-related support as needed.
• The Administrative Assistant II will also provide all other duties or special projects that are unit-specific and are appropriate to the position.
• The position requires a high degree of flexibility, independence, and willingness to participate in multiple activities and provide support by working with the team.

General Administration

• Organizes, schedules, and reserves conference rooms or virtual conference rooms for weekly team operations meetings.
• Supports planning and travel logistics of network-related meetings and conferences.
• Processes NCRI reimbursements and non-employee reimbursements.
• Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis.
• Cooks up schedules, coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, and other related documents at the highest level of proficiency.
• Assists with administrative activities related to the governance committees of a trial, including but not limited to the Executive Committee, Patient Advisory Committee, Design Committee, Biomarker Committee, and updating and maintaining conflict of interest forms and trackers.
• Plays a role in planning, attending, and assisting with logistical activities for the project-related in-person, hybrid, and remote meetings.
• Establishes and maintains office systems (i.e. filing systems) and procedures of the NCRI for the smooth functioning of workflow.
• Maintains calendar items for the project.
• Troubleshoots routine/non-routine problems and takes measure to correct/handle issues.

Project Coordination

• Conducts literature searches and web searches and organizes findings.
• May be required to provide reports on various activities related to Project or Data Management (i.e. Standard Operating Procedures (SOP) version tracking, staff training, etc.).
• Aids in manuscript/abstract/poster preparations and submissions for conferences including formatting references, proofreading, graphics, slides, and other tasks.
• Incorporates data from existing information into spreadsheets/databases in an organized and presentable format.
• Maintains study distribution lists.

Skills/Abilities/Competencies

• Knowledge of medical terminology, or secretarial training, a plus.
• Effective interpersonal, communication, organizational, and problem-solving skills.
• Demonstrates attention to detail.
• Strong word processing skills (Microsoft Word).
• Working knowledge of Microsoft Excel, Access, and PowerPoint.
• Ability to work independently as well as be a member of the team.
• Ability to prioritize work.
• Ability to take detailed meeting minutes.
• Good verbal and written communication.