Administrative Support Specialist II - Clinical Research Agreements Office (CRAO) & Office for Research Integrity (ORI)

US-MA-Brookline
3 weeks ago
Job ID
2018-8979
Category
Administration Support/Customer Service
Type
full time
Grade
19

Overview

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

CRAO: Provides administrative support Research Agreement staff, which may range from Contract Associates and Director, and Financial Analysts.  Accountable for ensuring appropriate office practices are in place to support the efficient operation of the department or area.  Position requires broad judgement, independent thinking and problem solving along with strong customer orientation.; ORI: Provides administrative support to ORI staff on an as needed basis.  This includes administrative support to the Research Scientist Appointment and Promotions Committee and to the Financial and Institutional Conflict of Interest Committees.  The administrative assistant is responsible for organization and maintenance of ORI’s shared folders and databases.  Requires organization, independent and critical thinking skills and strong client service skills. 

Responsibilities

Primary Duties and Responsibilities (CRAO):    

  • Provides administrative support to Director and Agreement Associate staff of the Clinical Research Agreements Office (CRAO). Responsible for the intake and triage of all industry funded clinical trials and research projects. In charge of all database entries and proper maintenance and tracking of those entries. 
  • Prepares, routes and tracks research agreements and regulatory forms and legal documents. Routes and tracks materials for required authorizations and monitors receipt to final destination and return of fully executed documents. Communicates with other hospital departments to resolve delays and errors.
  • Archives all executed contracts electronically by scanning documents on PDF format. Responsible for the electronic archival of all study related documents.  All completed studies consist of a hard copy folder, and a folder saved on the CTO shared drive folders. 
  • Responsible for management of off-site document storage and retrieval.
  • Develops and implements administrative processes and systems to facilitate streamlined workflow within the DF/HCC infrastructure. Keeps running log of status reports and provides CRAO staff with weekly Status Report.  Maintains CRAO shared calendar.
  • Organizes meetings, interviews, conferences and travel arrangements as necessary. Some scheduling may be of a more complex nature coordinating large groups of people in short periods of time. Coordinates CRAO staff meetings including scheduling the meeting and preparing all necessary documents.
  • Responds to various requests for information from PIs, Research Directors, Research Administrators, Financial Analysts, other internal customers and external vendors and sponsors via phone, email, written correspondence and personal contact. Provides positive and effective customer service that supports departmental and hospital operations
  • Maintains and orders office supplies and equipment inventory and requests for assigned area(s) of responsibility.
  • Assists in the development and design of the CRAO database and web-site, as applicable. This may include documenting, testing, implementing and maintaining web pages and multimedia design using appropriate web publishing, editing and graphics applications.  Responsible for coordinating all web-site updates and managing the online bulletin board.
  • May be responsible for time collection of Payroll information for assigned areas to report to Payroll Manager or CRAO Director
  • Will support team members during peak times of activity (i.e. contract deadlines) or in the absence of other staff.

 

Primary Duties and Responsibilities (ORI): 

  • Tracks, manages, processes and archives applications, including recommendations letters and curriculum vitae, as part of the Research Scientist Appointment and Promotion process. Performs required quality assurance verifications.  Processes and archives all promotion and appointment letters following approval by the Research Scientist Appointment and Promotion Committee.
  • Administratively supports ORI’s financial conflict of interest review process under the direction and guidance of the Program Manager and/or Director. Responsible for verification of required trainings and annual outside activities reporting by faculty. Seeks clarification and supplemental information from faculty, as needed, and works with the Program Manager and/or Director to prepare case materials for review by the Financial Conflict of Interest Committee.  Must show efficient, effective and strong client service skills and be a positive representative of the office.   
  • Establishes organizational structure and management system for ORI shared folders and databases. Maintains system and manages staff compliance with archival requirements.
  • Maintains and orders office supplies and equipment inventory and requests for assigned areas of responsibility. As needed, organizes staff travel and processes reimbursements.  Organizes and schedules meetings on behalf of ORI staff with faculty, staff and outside clients.  Maintains office shared calendar and organizes staff meetings.
  • Perform ad hoc administrative tasks and projects as needed and support ORI team members during peak times of activity or in the absence of other staff.

Qualifications

  • Requires strong secretarial skills, including typing, editing and proofreading skills. Must have demonstrated experience with a variety of software applications ranging from word-processing, spreadsheet, graphics and presentations.
  • Bachelor’s Degree required.
  • Requires ability to make sound administrative judgements and assume responsibility for decisions.
  • Must be able to anticipate the needs of the individuals assigned to support.
  • Must be able to maintain information that is sensitive and frequently of a confidential nature.
  • Requires ability to manage own time and prioritize own work.
  • Strong problem solving skills and the ability to work both independently and as a member of a team.

Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.

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