The Department of Neurology is seeking an Administrative Specialist who will support the Brain Injury Outcomes Services (BIOS) Research Program and Clinical Trials Unit, which manages multi-center, 20+ million dollar federally funded clinical trials and multiple site-specific pharmaceutical sponsored trials. Provide support to the division leadership.
This is a high-level position which serves as the main administrative support and project coordination to the division directors of Brain Injury Outcomes (BIOS). This individual, under limited supervision, provides executive administrative support, works independently to manage projects and tasks of the division directors. The person in this position is responsible for confidential and non-confidential communication of all types with university representatives, government representatives (NIH, NHLBI, AMA, local political representatives, etc.), public and private business entities, faculty, staff, students, and patients.
Confidentiality and professionalism must be maintained, along with the ability to manage multiple tasks with competing priorities and timelines and build positive working relationships with internal and external clients/contacts. This individual performs duties that require comprehensive knowledge of the organizational policies and operations and will regularly require the ability to resolve complex administrative problems independently. Organizational coordination is required for high-volume consultation activities and speaking engagements, international trial leadership activities, NIH supported networks, and ICTR research center activities.
This individual will coordinate executive committees, schedules, and workflow. This individual ensures that the priorities and responsibilities of division Leaders are supported to run smoothly and works closely with the leadership team to facilitate the implementation of divisional priorities. We are looking for a resourceful individual, with good problem-solving skills, organization skills and with the ability to prioritize tasks. We value interest in continuous learning of new competencies to excel at the position and flexibility to work independently and as part of a team.
Specific Duties & Responsibilities:
Available outside of standard business hours to assist with various tasks.
Manage special projects and assignments. Carry out background research on emerging issues, track progress and deadlines to ensure work is completed in a timely manner and identify areas which require immediate attention.
Act as point-person for follow-up on meetings, projects and division directors' assignments. Anticipate the directors' course of action, coordinating competing responsibilities and deadlines.
Serve as representative and liaison between the division directors and direct reporting staff as well as other campus administration, acting as an intermediary for division directors. Interacts with high-level contacts requiring considerable discretion and initiative.
Provide support for meetings, attending on behalf of the division directors taking notes, providing minutes and filing as appropriate.
Provide support and strategic planning to the division directors and consults with division leadership.
Provide high-level administrative support and assistance to the division directors and/or other assigned leadership staff.
Provide support and participate in the preparation of new grant applications and existing grant reports.
Prepare reports, presentations, graphs, tables and charts.
Manage and coordinate the extensive daily calendars of the division directors and prepare the division directors for meetings, presentations, and travel.
Screen and manage incoming correspondence (email, mail, voicemail, text, and calls); review contents, determine importance, and summarize and/or distribute to appropriate staff.
Compose correspondence and presentation material on a wide variety of subjects, some requiring discretion. Review, summarize, and respond to documents as required.
Prepare or review and edit complex and detailed public and internal documents for grammar and content.
Maintain a variety of records, ensuring they are accurate and current, such as but not limited to professional licenses and memberships, CME tracking, university credentialing, travel documents, consulting and projects.
Assist the division leadership team as approved by the division directors.
Performs other related duties as assigned by division directors
Function as a team and provide administrative coverage as appropriate.
Minimum Qualifications (Mandatory):
Five (5) years in providing high-level expertise.
Additional education can be substituted for experience. Additional experience can substitute for education.
Final applicants for this position may be required to complete skills assessments appropriate to the position description.
** Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
Five years of related experience, preferably in a university/medical environment.
Special Knowledge, Skills & Abilities:
Flexible working hours (including occasional evenings and/or weekends) to meet director's, customer, and project needs.
Advanced organizational skills, with attention to details and time management.
Prior experience in a fast-paced, deadline-driven environment.
Provide evidence of excellent oral and written skills
Strong customer service and interpersonal and communication skills
Experience working in both a Mac and PC environment.
Project management and time management coursework.
Educational background in science, medical, business administration, project management experience a plus.
Expert-level knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Teams, SharePoint, OneDrive, Outlook, Zoom).
Along with your resume, please include a detailed cover letter explaining how you meet the minimum requirements and any of the desired qualification areas.
Applicants are invited to provide a writing sample that demonstrates written skills, including grammar, spelling, punctuation, accuracy, and attention to detail.
Classified Title: Administrative Specialist Role/Level/Range: ATP/03/PC Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F 8:30 am - 5:00 pm Exempt Status: Exempt Location: School of Medicine Campus Department name: SOM Neuro BIOS Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
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