Research Administrative Assistant

Job Title

Research Administrative Assistant

The Research Administrative Assistant will provide all administrative and clerical support for the Greco-Hainsworth Centers for Research clinics. Duties include composition and typing of correspondence, creating and updating spreadsheets and databases, answering phone calls, filing, copying, arranging and coordinating schedules. Responsibilities also encompass calendar and meeting management, travel coordination, organization of business events with associated materials, and preparation of reports, presentations, and other communications for the department.

• Compose, proofread, and prepare correspondence, office memos, and reports.
• Maintain spreadsheets and databases, update documents, and design and update forms.
• Answer telephones, take accurate messages, and screen and direct calls professionally.
• Greet and direct visitors in and out of the administrative suite for clinical and non‑clinical areas.
• Maintain organized filing systems, purge files regularly, and create new filing structures as needed.
• Receive and review invoices for accuracy, provide codes for payment, complete approval documentation, and obtain authorized signatures.
• Process payments and file them in the appropriate records system; assist with monthly physician billing, track provider consulting hours and CME activities, and facilitate contract signatures.
• Maintain program or department calendars, schedule meetings and appointments, and coordinate travel arrangements.
• Communicate with all levels of management regarding projects and requests; act as a liaison between management and other staff.
• Document actions, processes, and procedures; maintain databases and online records; ensure accuracy of hard‑copy and online records.
• Attend meetings, prepare agendas, and take minutes as requested.

• High school diploma or equivalent; associate’s degree or three years of related experience in healthcare, insurance, or a similar administrative position.
• Highly proficient in Microsoft Word, Outlook, Excel, and PowerPoint.
• Ability to maintain confidentiality and exercise independent discretion and judgment.
• Detail‑oriented, able to multi‑task, and thrive in a fast‑paced office with constantly changing demands while maintaining a positive attitude.

Occasional lifting up to 25 lbs.