Specialist - Research Support

Shea Medical Office Building - 10290 N 92nd St, Scottsdale, AZ 85258 | Hybrid – must reside in Arizona

About the role

Provides advanced secretarial support to the Clinical Investigators and the Clinical Manager at the Virginia G. Piper Cancer Center Clinical Trials Program. Oversees daily administrative activities in an ethical, confidential, and accurate manner.

Responsibilities

• Coordinates the preparation and submission of documents for manuscripts, abstracts, and presentations.
• Assists in preparing presentations including posters, PowerPoint, and other printed material.
• Maintains accurate, up-to-date calendars for Investigators and schedules conferences, trips, or transportation for business travel. Provides detailed travel itineraries including travel and lodging information, meeting locations, and contact information.
• Processes paperwork for reimbursement of travel expenses to investigators in a timely, accurate manner.
• Routinely reviews schedules in advance to anticipate potential scheduling conflicts.
• Maintains and tracks Paid Time Off and Continuing Medical Education credits.
• Schedules all meetings and conference calls. Reports accurate data back to Investigators including setup and start of conference calls, taking and transcribing minutes when applicable, and coordinating catering when applicable.
• Performs advanced secretarial duties such as transcription, typing, operating computers, copying, faxing, emailing, and scanning documents. Proficient with office automation products (Microsoft Word, Excel, PowerPoint, and RefWorks) or related office equipment.
• Assists administration with new login requests, processes payment authorizations, orders materials (computers/phones/business cards), enters work orders, schedules meetings and interviews, and coordinates catering. Provides status updates on these projects as assigned.
• Maintains departmental correspondence, including composing and typing routine correspondence, reviewing draft and finished documents for spelling, format, and appropriate grammatical usage. Writes new policies and procedures as needed.
• Maintains effective communication with all levels of professionals: physicians, research coordinators, research specialists, managers, hospital administration, sponsors, and their representatives. Screens calls, incoming mail, publications, and other correspondence.
• Coordinates credentialing and maintains licenses for the Clinical Investigators and maintains records of department activities and administrative expenses.

Requirements

• Associate’s degree or 4 years of related experience (Bachelor’s preferred).
• 5 years of administrative experience.