Remote Administrative Assistant / Full-time

About the job Remote Administrative Assistant / Full-time

Administrative Assistants works directly with researchers and are essential to their success. Members of our team perform a diverse set of tasks at a challenging and rewarding tempo in a nationally recognized NCI Designated Cancer Center. The ideal candidate is someone who intends to stay with us for at least three years, during which time they can expect to gain experience and training which can translate into a long administrative career with the center, a Pac-12 school with fantastic benefits. This position provides complex administrative support for various labs and/or shared resources cores, including grant pre- and post-award support, accounting and human resources functions, travel planning, event coordination, and negotiation of systems. This position is hybrid. The current expectation is in office 3 days a week and remote 2 days. This may change based based on departmental needs.

Responsibilities

1. Handles administrative and office needs for the Research Informatics Shared Resource, a team of 32 FTEs that provides software engineering and database management for the institute’s research programs and investigators.
2. Provides a high-level of administrative support to Director.
3. Assists with preparation of progress reports to senior management.
4. Contributes to software development team effort by accomplishing related tasks as needed.
5. Serves as liaison to the Legal Department for Visa and H1B processing for foreign employees.
6. Serves as liaison to the HR and Research Administration departments.
7. Ensures division staff completes HIPAA and other training.
8. Ensures all staff time cards are accurate and approved each pay period.
9. Assists with general group/lab support which may include scheduling, purchasing, hiring, travel, CV maintenance, shipping and other requests as needed.
10. Assist the faculty in applying for grants, including updating/collecting Biosketches, Other Support pages and Letters of Support.
11. Assist faculty and grant management specialists in grant oversight by reviewing expenditures, updating distributions and following up on additional action items.
12. Assists with the development of department/lab budgets, annually and for each grant application/funded award.
13. Review financial accounts on a monthly basis to ensure accuracy. Maintain complex salary distributions for faculty and their labs members.
14. Assists with the implementation of department, policies and procedures.
15. Provides administrative support to upper-level department management by scheduling appointments, coordinating meetings and conferences and maintaining and ordering office supplies.

This position is responsible for solving office problems such as payroll or accounts payable issues, solving staff, faculty and student problems or directing them to someone whom can and supervisory and personnel issues. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions changes in priorities. Desirable candidate will have demonstrated a strong organizational capacity, excellent communication skills, the ability to balance priorities and ensure follow through with a diverse set of responsibilities.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking. Often: Repetitive hand motion (such as typing), walking. Seldom: Bending, reaching overhead.

Minimum Qualifications

Associate degree in business or equivalency (2 years related work experience may be substituted for 1 year of education) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.