Administrative Manager

Position Summary

Reporting to both the Director and the Executive Leadership Team (ELT) of the Irving Institute for Clinical and Translational Research, the Administrative Manager will provide executive-level support to the Director and will manage the day-to-day logistics of the Irving Institute. They will develop the Institute director’s communications, contribute to Irving Institute presentation development and meeting planning working in close partnership with the leadership, communication and events teams.

Responsibilities

• Develop director’s communications, prepare meeting materials, contribute to Irving Institute presentation development and meeting planning working in close partnership with the leadership, communication and events teams.
• Handle travel arrangements on behalf of the Director, organizing itineraries, preparing travel reimbursements, and expense reports; maintain Director's calendar, including coordinating and scheduling appointments (in-person and virtually), meetings, and conferences (with strong follow-up); prepare agenda, meeting materials, and communicate with meeting participants.
• Aid the Director in clinical certification, hospital training and research training certification renewals as well as maintain up-to-date CV, NIH Biosketch and travel log per CUIMC and NIH guidelines.
• Facilitate the day-to-day administrative tasks of the Director’s office including for Vice Dean functions at the Vagelos College of Physicians and Surgeons.
• Expertly liaise with senior and administrative staff members and a wide variety of University, School, and Hospital officials, faculty members, and external contacts. Work closely with Cardiometabolic Precision Medicine Program, the Director’s research program, and Division of Cardiology administration.
• Aid in preparation of grant application materials, progress reports, and other special projects.
• Prepare nomination packages for external nomination award opportunities for faculty and staff.

Minimum Qualifications

• Bachelor’s Degree and/or Advanced Degree in relevant health sciences field
• Minimum of four years of relevant experience required, including in an academic/ medical setting
• Must demonstrate strong writing, critical thinking and analytical skills, customer-service orientation, with the ability to interact and collaborate positively, constructively, and effectively with multiple stakeholders
• Demonstrated capacity to work independently and successfully within a team in a deadline-driven, multi-tasking environment
• Demonstrated ability to handle multiple projects and apply judgment to prioritize projects and tasks, with high level of initiative to solve problems and high level of discretion for confidential and private material
• Skilled with Microsoft Office, especially Excel, Word, Teams, PowerPoint, OneDrive, SharePoint
• Ability and willingness to learn new systems and programs

Preferred Qualifications

• Effective team player with a strong, service-minded work ethic, candidate must maintain highest level of confidentiality, exceptional judgment, and diplomacy at all times
• Demonstrated ability to work with minimal supervision
• Must be detail-oriented with outstanding organizational ability to set priorities with ease and manage diverse projects and a large volume of detailed work simultaneously