Administrative Assistant - University of Rochester
Rochester, NY
About the Job
GENERAL PURPOSE:
With moderate direction and considerable latitude, the Administrative Assistant implements and manages the administrative support structure needed for all aspects of the Clinical Trials (CT) Division. Using discretion and independent judgement, provides specialized administrative and operational support for the Clinical Trials Division/ Business Unit and Leadership Team - including the Medical Director and Division Directors and Managers of Quality Assurance (QA), Technical & Scientific Affairs, Project Management, Information Systems, Specimen Logistics and Kit Building.
**RESPONSIBILITIES:**
+ Demonstrate sound judgement, independence, initiative and problem-solving skills as the primary administrative support resource for the Clinical Trials Division.
+ Represent Clinical Trials with external and internal customers/organizations to coordinate activities which are important to the functioning of the Division.
+ Prepare and process expenses reports, memos, ad hoc reports, and general correspondence scheduling meetings and managing meeting minutes and action logs.
+ Arranges US and International Procurement and Delivery of non-standard CT “Study Specific” supplies and reagents to include IATA coding and tracking of shipments; comparative information summaries for non-standard, study-specific items.
+ Serve as property/asset manager for Clinical Trials equipment. Maintain current list and provide updates to central finance for new and/or decommissioned assets.
+ Represent Clinical Trials with external (vendors) and internal (purchasing) contacts to coordinate activities related to purchasing which are important to the functioning of the Division. Includes obtaining quotes for capital/ minorequipment, reagents and supplies. Creates orders, authorizes purchases within establish budget guidelines for supplies, reagents and minor equipment and approve invoices.
+ Request and support user access for various software programs and applications including, but not limited to, Microsoft Word/Excel/Project Management/Outlook/Visio; Adobe Acrobat Pro, Zoom, Web-Ex.
+ Assist with maintenance of Document Management system for Clinical Trials. Prepare and maintain controlled copy/downtime binders for CT department.
+ Create and/or assist in the creation of presentation materials documents as needed for Project Management team.
+ In adherence with University and Departmental guidelines develop, implement and monitor standardized new employee on-boarding policies and procedures specific to Clinical Trials regulatory requirements.
+ Execute standardization of Personnel Documents across all Clinical Trials departments and maintain on-site employee records required for CT regulatory compliance ensuring that all Clinical Trials personnel binders and training documentation are current. Monitor compliance and implement corrective action as needed.
+ Serve as primary CT liaison for the coordination of all employee access to security system, e-mail, departmental and hospital shared sites, CLINAXYS and Soft Computer System etc.
+ Manage Time and Labor reporting for the Division.
+ Manage Clinical Trials Archive Process to include all on-site record archives and all off-site record storage, retrieval and destruction ensuring 100 % compliance with all Clinical Trials regulatory requirements.
+ Participate in audit preparation and on-site client and regulatory audits, as needed.
Other duties as assigned.
**QUALIFICATIONS:**
+ College graduation required,
+ 1 year of relevant administrative experience required
+ Previous experience in CT administrative support operations preferred.
+ or equivalent combination of education or experience required
**Required:**
Excellent communication skills and ability to work independently. Candidate must possess excellent organizational and follow through skills, be detail oriented and able to prioritize their work. Ability to use discretion and independent judgement with decisions and recommendation which will impact Clinical Trials ability to meet client expectations and adhere to all quality and regulatory requirements.
**How To Apply**
All applicants must apply online.
_EOE Minorities/Females/Protected Veterans/Disabled_
**Pay Range**
Pay Range: $18.27 - $33.65 Hourly
_The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations._
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**Location:** School of Medicine & Dentistry
**Full/Part Time:** Full-Time
**Opening:**
Source : University of Rochester