GENERAL SUMMARY/ OVERVIEW STATEMENT:
Provides comprehensive administrative support services to Principal Investigator and requiring a high degree of independent initiative and judgment.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
1. Screens the PI’s mail, prepares letters in response to inquiries (per discussion with PI, if necessary) and / or prepares agenda for PI regarding things to be addressed. Communicates information to PI when out of town.
2. Coordinate daily calendars, including travel and flight arrangements.
3. Maintains and updates reference manager database and incorporates reference citation and reference list in manuscripts.
4. Answer telephone, screen calls, take messages.
5. Assists in preparing grants application for PI.
6. Organize files and scientific journals in the PI’s office.
7. Performs a variety of copying in-house.
8. Performs routine administrative duties as required by the supervisor.
9. All other duties as assigned.
QUALIFICATIONS:
Level of education required:
• Bachelor’s Degree
Work experience required:
• Minimum one-year applicable work experience required.
• Some additional training in office systems or other post high school education preferred.
1 – 2 years commitment.
Looking for candidates who can start as soon as possible.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
• Knowledge of office operations and standards.
• Understanding of procedures including filing, copying, scanning, and printing.
• Phone skills: Ability to use phone system (answer and screen calls, put on hold), answer questions and give routine information.
• Verbal skills: Ability to interpret information as appropriate, answer routine questions in the most professional manner and communicate in a professional, courteous, clear and concise manner.
• Organization Skills: Ability to manage work processes in a neat and orderly way and to sort and alphabetize. Ability to manage multiple tasks effectively, following established protocols, and work within systems.
• Writing Skills: Ability to correspond and communicate with others clearly and effectively in writing (via e-mail, memo or interoffice note) and to take complete and accurate messages.
• System Skills: Ability to type and enter data effectively. Entry level computer skills including the ability to use word processing, spreadsheet, database and presentation applications.
• Basic understanding and use of medical terminology.
• Basic comprehension of billing and fiscal information.
• Knowledgeable and compliant with all hospital, State and Federal requirements (where applicable to job performance), including policy and procedures with The Joint Commission and HIPAA.
JOB SPECIFIC SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
• Proficient in computer skills (including word processing software such as Word processing, Excel and PowerPoint, NIH Grant Application, Zoom, and Internet.)
• Good office skills
• Ability to compose and edit correspondence, reports and manuscripts.
• Good organization skills. Ability to prioritize work demands.
• Excellent interpersonal skills
• Ability to deal with people at all times.
• Ability to meet deadlines.
• Work independently.
• Highly organized and attentive to detail.
• Function efficiently under pressure.
• Must accurately type 60 words per minute.
WORKING CONDITIONS:
General office setting. Position requires a significant level of concentration and ability to think quickly and assess situation.