Administrative Assistant II

Job Summary

Specializes in providing routine administrative and secretarial support as directed and under moderate supervision, for an individual, group, or department. Responsibilities may include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, answering and transferring phone calls, preparing spreadsheets and presentations. Manage schedules, coordinate travel, conference calls, payroll and transcription. This is an intermediate-level support role.

• Prepare reports, meeting minutes and correspondence.
• Create and edit documents, spreadsheets and presentations.
• Manage schedules, arrange appointments and itineraries.
• Coordinate meetings, travel, conference calls, and complete expense reports.
• Answer and transfer phone calls.
• May perform transcription, proofread and edit literature, prepare applications for department.
• Remain knowledgeable of business unit policies.
• May make contacts of a sensitive, complex, and confidential nature.
• Completes routine tasks under moderate supervision.
• Performs other duties as assigned.
• Complies with all policies and standards.

General Administration

• Organizes, schedules, and reserves conference rooms or virtual conference rooms for weekly team operations meetings.
• Supports planning and travel logistics of network‑related meetings and conferences.
• Processes NCRI reimbursements and non‑employee reimbursements.
• Orders special equipment, office supplies, customized materials, computer/software and accessories on an ad hoc basis.
• Coordinates, types, proofreads, and edits letters, memos, meeting minutes, reports, manuscripts, correspondence, grant proposals, protocols and other related documents at the highest level of proficiency.
• Assists with administrative activities related to the governance committees of a trial, including but not limited to the Executive Committee, Patient Advisory Committee, Design Committee, Biomarker Committee, and updating and maintaining conflict of interest forms and trackers.
• Plans, attends, and assists with logistical activities for the project‑related in‑person, hybrid, and remote meetings.
• Establishes and maintains office systems (i.e. filing systems) and procedures of the NCRI for the smooth functioning of workflow.
• Some files may include confidential material.
• Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons.
• Maintains calendar items for the project.
• Troubleshoots routine/non‑routine problems and takes measures to correct/handle issues.

Project Coordination

• Conducts literature searches and web searches and organizes findings.
• May be required to provide reports on various activities related to Project or Data Management (i.e. SOP version tracking, staff training, etc.).
• Assists with manuscript/abstract/poster preparations and submissions for conferences including formatting references, proofreading, graphics, slides, and other tasks.
• Incorporates data from existing information into spreadsheets/databases in an organized and presentable format.
• Maintains study distribution lists.
• Processing Platform binder requests.

Education

High School Diploma or Equivalent required. Trade/Technical/Vocational Diploma Related Field of Study preferred. Experience cannot replace degree.

Experience

Administrative Assistant or Secretarial Experience 2–3 years required.

Knowledge, Skills & Abilities

• Proficiency with office procedures and equipment (filing, copying, scanning, printing and faxing).
• Proficiency in MS Office including Word, Excel, Access and PowerPoint.
• Ability to proofread and edit written documents.
• Ability to use phone system and standard office equipment.
• Managing one's own time and the time of others.
• Strong verbal & written communication skills.
• Strong interpersonal skills.
• Familiarity with medical terminology.

Under supervision of the Office Manager, the Administrative Assistant II will provide general administrative support to the HEALEY ALS Platform Trial principal investigators and projects.

Daily responsibilities will include planning for face‑to‑face conferences, virtual conferences, and…