Administrative Associate III - Developmental Medicine

Key Responsibilities

• Works closely with the Division Director, Division Program Manager and Executive Assistant to the Chief in running Division office and functions related to the Division.
• Schedules appointments and meetings, prepares meeting agendas and other related materials, orders supplies and equipment and processes reimbursement for Division faculty and staff.
• Acts as front line for clinical research approval process within Division: Assists in coordinating clinical research review process, serves as initial contact point for Clinical Research Lab (CRL) related requests, maintains database of small-funding opportunities and maintains research resources on website and other internal online platforms.
• Provides support for faculty on publications including facilitation of literature reviews and assists with publication formatting. Maintains Division’s online Mendeley library of journals articles, book citations and other materials related to the research, clinical and educational mission of the Division. Tracks all scientific publications and presentations in the Division for creation of reports.
• Provides data entry assistance and training to faculty in updating Digital Measures (online tool for tracking teaching, research and clinical care activities).
• Involves in updating and maintaining external and internal research communication including Division and Clinical Research Lab (CRL) website content and research study recruitment postings within Division (clinic displays, patient portal, social media etc.).
• Updates and maintains Division REDCap database for research studies and compiles periodic reports and other information as needed. Assists in maintenance of Division’s Centralized Tracking Research Participant Database.
• Coordinates faculty requests for data queries related to clinical research or grant preparation. Compiles statistics/data needed to prepare materials for division updates.
• Participates in the recruitment of research staff in the CRL by screening new requests for internships/employment and scheduling interviews.

Minimum Qualifications

• Education: High School diploma/GED
• Experience: One year of related experience.
• An in-depth knowledge and understanding of the department and hospital programs, policies, procedures, and information related to his/her functions and services.
• Ability to assist in overseeing the daily activities of co-workers to help plan, prioritize and delegate work assignments.