Executive / Administrative Assistant to VP of Clinical Affairs

Oklahoma Medical Research Foundation

Oklahoma City, OK

ID: 7058587 (Ref.No. 1536043)
Posted: July 17, 2019

Job Description

Executive / Administrative Assistant to VP of Clinical Affairs

Posting Number: 000098

Position Type: Administrative

Classification: Ongoing

Status: Full-Time

Department: Arthritis & Clinical Immunology - James

Job Summary/Basic Function:

Provide assistance and organization to VP, staff and multiple Principle Investigators (PIs) and maintain a professional office environment at all times. Manage all calendars, scheduling meetings, sending reminders, and arranging WebEx or teleconferencing. Answer multiple phone lines, take messages and convey them to VP and PIs as necessary. Collect leave requests and timesheets monthly for over 140 employees to check for accuracy, supervisor signatures, etc., for submission to Payroll. Maintain files. Monitor and notify staff, PIs and VP of various deadlines well in advance of due date, especially for membership renewal, abstract, and meeting deadlines. Manage all travel arrangements and reimbursements then coordinate with Accounting as needed. Assist organizing PI offices. Assist purchasing office equipment and supplies. Update and organize CVs. Assist organizing bibliographies and paper collections. Maintain instructions for journal submissions. Assist with letters of support for grants, promotions, applications, etc. Assist with copy editing, graphic preparation, on-line submissions and review that publication submissions meet the requirements of specific journals. Assist with IRB applications and other regulatory documents, as needed. Organize and maintain records of grant effort distribution. Be able to multi-task and prioritize tasks.

Minimum Qualifications:

High school diploma, GED, or equivalent plus a minimum of 6 years of previous high level administrative experience or equivalent education and experience.

Candidate must show strong initiative, be able to prioritize, display high attention to detail, and be extremely flexible/adaptable. Must be organized, deadline driven, efficient and able to produce high quality work while handling multiple tasks simultaneously. Have excellent oral and written communication skills as well as excellent computer skills. Must be an excellent proofreader. Familiarity with Mac OS, Adobe Professional, Outlook, Windows, Microsoft Office, Word, PowerPoint and Excel are a must. Ability to work independently as well as collaboratively with a diverse group of people, personalities and cultures.

Minimum Degree Required:

High School Diploma or Equivalent

Work Hours: Typically Monday through Friday, 8:30am-5:00pm however hours may vary depending on work load and need for office coverage.

Preferred Qualifications:

College degree and/or previous experience as an administrative support in a biomedical research setting preferred but not required. Previous experience in assembling, submitting, managing and monitoring budgets very helpful. Experience in generating or modifying graphics and using databases also preferred. Experience dealing with patient calls, referrals and prior authorizations or project management experience helpful.

Physical Demands:

Regularly required to sit, use manual dexterity, talk and hear. Occasionally required to stand, walk, reach with hands and arms, and lift or move up to 10 pounds. Vision requirements include close vision and ability to adjust focus. Noise level is usually quiet.

To apply, visit https://apptrkr.com/1536043

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