Manager, Administrative

Priority Review Date (Note - Posting may close at any time)

• Manage calendar
  • Schedule meetings
  • Fill out availability for requested meetings in a timely manner
  • Block calendar for vacations, out-of-office meetings, grant writing, etc.
  • Review double bookings and make adjustments based on Senior Director priorities
• Coordinate Senior Director Meetings
  • Ensure attendees are appropriate and calendar invites sent
  • Meeting preparation, including gathering materials needed for the meeting beforehand and agenda items
  • Create agendas and distribute them to attendees
  • Minute taking for meetings requested by the Senior Director
    • Edit and review to ensure adequate information is provided before distribution
    • Complete within a timely fashion following the meeting
  • Gather Power Points, run slides, and oversee logistics of these meetings (if requested)
  • As needed: schedule rooms, set up Zoom links, order food, provide escort to the meeting room for guests (if needed)
• Office Communication
  • Send daily summaries/updates (if preferred by Sr. Director)
  • Answer phones
  • Serve as a coordination hub between offices and/or clinics
  • Manage incoming and outgoing office mail and email-when requested
• Welcome visitors for interviews or meetings, and manage office meeting start/end times and travel time between meetings
• Outside Travel
  • Arrange travel for the Senior Director, including meeting registration beforehand, flight and hotel bookings, itineraries, scheduling, and honoraria (if needed) and any out-of-pocket reimbursements
  • As needed: arrange travel for guests, lab/research group staff, and seminar speakers
• Letters of Support
  • Assist the Senior Director in drafting/editing/submitting Letters of Support, Letters of Promotion, Letters of Recommend, etc. as needed
• Research Newsletter
  • Coordinate/compile information, organize and distribute the monthly (or bi-monthly) Senior Director of Research electronic newsletter
  • Start the process one month prior to the letter distribution date
• Assist with HCI events hosted by the Senior Director’s office
  • Including but not limited to recruitment visits, conferences, retreats, investigator meetings, seminar series, etc.
• Complete specific administrative tasks as requested (i.e. make on-campus deliveries, help with presentations, professional writing assignments, etc.)
• Manage MTAs, DTAs, etc. with U of U PIVOT office
• Update Policies and Procedures with the appropriate guidance/oversight

Huntsman Cancer Institute is committed to cancer prevention, care, and survivorship for all communities within the area we serve – which includes Idaho, Montana, Nevada, Utah, and Wyoming – with impact worldwide.

In your cover letter or during your interview process, we invite you to share how your professional experiences have prepared you to serve as a member of our team as we work to reduce the cancer burden experienced by all people and communities. This may include description of your prior experiences related to research, prevention, clinical care, community engagement/outreach, training, administration, or other areas relevant to Huntsman Cancer Institute’s mission and this position.

• Mission Based Management (U-CV)
  • Update profiles, funding, and publications or send information to a third party for updates
• Biosketch and Other Support
  • Update profiles, funding, and publications
  • Work with assigned GMS and Senior Director to ensure accuracy

Under the supervision of an assigned Post Award GMS, assist with grants management

• Pre-Award Grants
  • Under the supervision of the Pre-Award GMS, gather and format documentation such as biosketch, other support, letters of support, cover letter
    Managers are NOT expected to write/create scientific documents
• Post-Award Grants
  • Works with GMS to ensure proper spending and reporting, by creating, monitoring, and maintaining budgets and reviewing progress reports. Conducts monthly meetings with the Post- ward GCO and Finance Manager to maintain proper compliance

• With the help of the Finance Manager and the assigned Post Award GMS, assist PI with fiscal year budgets
• Knowledge of all PI accounts status and awareness of the budget balance
• Submit…