Administrative Assistant II

Job Summary

Specializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department. Responsibilities may include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, answering and transferring phone calls, preparing spreadsheets and presentations. Manage schedules, coordinate travel, conference calls, payroll and transcription. This is an intermediate-level support role.

Essential Functions

• Prepare reports, meeting minutes and correspondence.
• Create and edit documents, spreadsheets and presentations.
• Manage schedules, arrange appointments and itineraries.
• Coordinate meetings, travel, conference calls, and complete expense reports.
• Answer and transfer phone calls.
• May perform transcription and proofread and edit literature, prepare applications for department.
• Remain knowledgeable of business unit policies.
• May make contacts of a sensitive, complex, and confidential nature.
• Completes routine tasks under moderate supervision.

Additional Job Details

The Neurological Clinical Research Institute (NCRI) develops, designs, supports and manages innovative observational and interventional trials for neurological disorders. This fast-paced institute has an impressive record of efficiently organizing, overseeing, coordinating, and conducting small and large multi-center, international clinical trials. The mission of the NCRI is to accelerate translational research in neurological disorders through initiating and testing novel therapies. The NCRI also serves as a Coordinating Center for the Network of Excellence in ALS (NEALS), a non-profit research consortium committed to the cooperative implementation, timely completion, analysis, and reporting of clinical trials and other research studies aimed at improving patient care and understanding of the disease process of Amyotrophic Lateral Sclerosis (ALS).

Under the supervision of the Office Manager, the Administrative Assistant II will provide general administrative support to the Expanded Access Program (EAP) principal investigators and projects (e.g., electronic file organization, shared drive organization, formatting project documents, general project communications/calendar). Daily responsibilities will include planning for face-to-face conferences, virtual conferences and meetings, scheduling team meetings and conference calls, ordering supplies for the team, and providing some research and network-related support as needed. The Administrative Assistant II will also perform all other duties or special projects that are unit-specific and are appropriate to the position. The position requires a high degree of flexibility, independence, and willingness to participate in multiple activities and provide support by working with the team.

Principal Duties and Responsibilities

General Administration

• Organizes, schedules, and reserves conference rooms or virtual conference rooms for weekly team operations meetings
• Supports planning and travel logistics of network-related meetings and conferences
• Processes NCRI reimbursements
• Orders special equipment, office supplies, customized materials, computer/software, and accessories on an ad hoc basis
• Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols, and other related documents at the highest level of proficiency
• Assists with administrative activities related to the governance committees of a trial, including but not limited to the Executive Committee, Patient Advisory Committee, Design Committee, Biomarker Committee, and updating and maintaining conflict of interest forms and trackers
• Planning, attending, and assisting with logistical activities for the project related to in-person, hybrid, and remote meetings
• Establishes and maintains office systems (i.e. filing systems) and procedures of the NCRI for smooth functioning of workflow
• Some files may include confidential material
• Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons
• Maintains calendar items for the project
• Troubleshoots routine/non-routine problems and takes measures to correct/handle issues

Project Coordination

• Conducts literature searches and web searches and organizes findings
• May be required to provide reports on various activities related to Project or Data Management (i.e. Standard Operating Procedures (SOP) version tracking, staff training, etc.)
• Assists with manuscript/abstract/poster preparations and submissions for conferences, including formatting references, proofreading, graphics, slides, and other tasks
• Incorporates data from existing information into spreadsheets/databases in an organized and presentable format
• Maintains study distribution lists