Position Summary:
This position provides support to a group of Faculty (Principal Investigators) of the institute in the role of an administrative assistant by coordinating office services associated with grants, budgets, records control and special compilations.  This position requires an understanding of scientific research work flows.

Duties:

• Assist Faculty with grant writing with the compilation, registration and submission of data.   Maintain a system for effective data flow associated with support for clerical needs related to grant submission 
• Tracking to ensure that the materials are supplied in a timely fashion.  
• Phones, distribute mail, order supplies, and prepare invoices, and travel expense reports for Faculty. 
• Plan, prioritize and schedule meetings and appointments for Faculty; create meeting agendas, notifications and follow up items.  Coordinate and schedule events, conferences, meeting, travel, luncheons, etc.
• May review and edit written materials such as manuscripts from draft form.  This includes documents written using a software system designed for the production of technical and scientific documentation that includes mathematical equations.
• Provide clerical support for Finance to include: preparation and reconciliation of company purchase card statements for approval; prepare travel reimbursement expense reports.
• Serve as liaison with administrative staff of other depts. and provide information regarding lab activities
• Primary source for conference room reservations, ordering lab coats and other materials for new hires 
• Compose and/or prepare correspondence, memoranda, forms, presentations (PowerPoint) and reports using appropriate word processing and spreadsheet (Excel) tools; perform basic statistical calculations on data for reports and presentations related to research.
• Work with Director of Scientific Affairs to track Fellowship program assignments (lectures, teaching) Prepare, distribute and coordinate curriculum and accreditation reports; leave time reports, Fellowship interviews, applications and evaluations; resident and student evaluations.
• Provide support to divisional Fellows; prepare presentation materials for use by others; edit content and add appropriate graphic and design elements.
• Assist the Clinical Research Coordinator (Rebeka Bordi) in all day-to-day operations  -  enrolling participants, collecting data and providing support 
• Attend meetings where required and provide comprehensive meeting minutes for distribution for fellow attendees
• Provides support for the Executive Coordinator  and acts as a back-up as needed to cover absences

Minimum Qualifications:

• 4+ years in an administrative support roleIntermediate knowledge of Microsoft Office Suite products
• Ability to multi task, handle interruptions and changing priorities
• Excellent written and communication skills to include working knowledge of scientific terms and concepts
• Exercised judgment as to confidentiality and priority of tasks
• Ability to work well with large diverse groups in a matrix-style, growing, safety focused organization.
• Proven ability to develop, review, track and provide input on deliverables.
• Documentation, organization and agenda preparations for various meetings, conferences and presentations. 
• 1+ year of grant writing coordination and/or editing work in a research/university setting

Preferred Qualifications:

• Science knowledge a plus.
• Ability to work independently/self-directed and have flexibility in a fast paced environment

Education:

• 2 year college (AA or AS) through an accredited program required.