Manager, Administrative

Overview

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

Job Summary

GENERAL

• Manage calendar: schedule meetings, fill out availability for requested meetings, block calendar for vacations or other commitments, review double bookings and adjust based on Senior Director priorities
• Coordinate Senior Director meetings: ensure attendees are appropriate, send calendar invites, prepare meetings (gather materials and agenda items), create and distribute agendas, take minutes (edit for clarity and distribute promptly), gather Power Points and run slides, oversee meeting logistics, and arrange rooms/Zoom/food as needed
• Office communication: send daily summaries/updates (if requested), answer phones, act as coordination hub between offices/clinics, manage incoming/outgoing mail and email when requested
• Visitor management: welcome visitors for interviews or meetings and manage meeting start/end times and travel time between meetings
• Outside travel: arrange travel for the Senior Director and guests (flight/hotel, itineraries, scheduling, honoraria, reimbursements) and for lab/research group staff/seminar speakers as needed
• Letters of Support: assist 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 distribution
• Assist with events hosted by the Senior Director’s office (e.g., recruitment visits, conferences, retreats, investigator meetings, seminar series)
• Complete specific administrative tasks as requested (e.g., on-campus deliveries, help with presentations, professional writing assignments)
• Manage MTAs/DTAs with the University PIVOT office
• Update Policies and Procedures with appropriate guidance/oversight

Huntsman Cancer Institute is committed to cancer prevention, care, and survivorship for all communities served; impact worldwide.

In your cover letter or during your interview process, share how your experiences prepare you to serve as a member of our team and help reduce the cancer burden, including relevant research, prevention, clinical care, community engagement, training, administration, or other areas related to Huntsman Cancer Institute’s mission.

CV/MBM/BIOSKETCH/TRAINING/OTHER SUPPORT

• 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

GRANTS

• Under the supervision of an assigned Post Award GMS, assist with grants management
• Pre-Award Grants: gather and format documentation such as biosketch, other support, letters of support, cover letter; managers are not expected to write or create scientific documents
• Post-Award Grants: work with GMS to ensure proper spending and reporting, create, monitor, and maintain budgets and review progress reports; conduct monthly meetings with the Post-ward GCO and Finance Manager to ensure compliance

FINANCE

• With the help of the Finance Manager and the assigned Post Award GMS, assist PI with fiscal year budgets
• Know the status of all PI accounts and budget balances
• Submit orders in the HCI purchasing system for review; ensure orders comply with purchasing policies
• Manage PI and lab staff distributions as pertains to HCI accounts; facilitate changes as approved by the PI

HR/PAYROLL

• Facilitate hiring through HCI Talent Office: schedule interviews and maintain documentation; approve PI staff in Kronos if due process is in place

EXPECTATIONS

BEHAVIOR

• Respectful, helpful, supportive, accommodating; professional; mindful; customer-service oriented
• Punctuality/flexibility: be there when you say you will; be understanding of others
• Be a resource and resourceful in solving issues; avoid language disparaging to others
• Ask for feedback to ensure accuracy and expectations are aligned

COMMUNICATION

• Professional email: follow up, be specific, clear with expectations, concise; respond within 24 hours; translate verbal discussions into…