Job Summary Provides advanced secretarial support to the Clinical Investigators and the Clinical Manager at the Virginia G. Piper Cancer Center Clinical Trials Program. Provides oversight of daily administrative activities in an ethical, confidential and accurate manner.
Coordinates the preparation and submission of documents for manuscripts, abstracts, and presentations. Assists in preparing presentations including posters, PowerPoint, and other printed material.
Responsible for maintaining accurate, up-to-date calendars for Investigators and scheduling any conferences, trips, or transportation that is needed for business travel. Provides detailed travel itinerary including all pertinent 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. Responsible for maintaining and tracking Paid Time Off and Continuing Medical Education credits.
Responsible for scheduling all meetings and conference calls. Reports accurate data back to Investigators including set up 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. Is proficient with office automation products (Microsoft Word, Excel, PowerPoint, and Ref Works) or related office equipment.
Assist administration with new login requests, process payment authorizations, ordering materials (computers/phones/business cards), entering work orders, scheduling meetings & interviews, and catering. Provides status updates on these projects as assigned.
Responsible for maintaining departmental correspondence which includes 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.
Internal Number: 2018-11992
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