Administrative Assistant - Clinical Research

The Administrative Assistant is responsible for the administrative tasks associated with the team they support. This may include the production of documents, filing, phone coverage, the tracking and processing of invoices and project specific tracking



Essential Duties and Responsibilities


Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time

• Manages executives’ schedules, travel plans, meetings, conferences, teleconferences and other corporate functions and events


• Assists with creation and refinement of PowerPoint presentations, project plans, manuals, forms and reports


• Assists with vendor management and meeting preparation


• Gathers and organizes financial analyses of potential programs and creates presentations for internal and external review.


• Database (is there a particular database program?) and spreadsheet (Excel) savvy in terms of data entry, sorting, reporting and data mining


• Manage contacts, phone and emails for executives.


• Prepares and submits expense reports for domestic and international travel


• Maintain and update numerous internal databases and department files.


• Exercises discretion in handling of confidential material and information


• Provides clerical support including filing, faxing, copying, data entry, etc.


• Ensures department supply needs are met


• Assists in special projects as assigned


• Clinical operations’ invoice processing and payments
  
  
  
  • Process invoices received from vendors and Project Managers (record invoice on spreadsheet)
  
  
  • Acquire approval of invoices for payment from Directors and Project Managers
  
  
  • Email approved invoices to Accounts Payable
  
  
  • Email monthly spreadsheet to Finance
  
  


• Clinical operations contracts processing with key stakeholders
  
  
  
  • File fully executed agreements, SOWs. and amendments in P drive per vendor
  
  
  • Entries into ePRF system for new PO numbers and updated POs for R&D/QSci
  
  


• Schedule Teams meetings


• Respond to email inquiries from vendors, Procurement, Accounts Payable, Finance and in-house personnel


• Perform any other tasks/duties as assigned by management.

Education Requirements and Qualifications


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required

• High School or GED equivalent, required. Associates Degree a plus.


• Minimum 4 years of related experience.


• Highly proficient in MS office applications: Word, Excel, Power Point, Outlook and Adobe Acrobat


• Excellent interpersonal skills are required


• Must have the ability to handle multiple priorities in a fast-paced environment


• Professional and efficient demeanor on the phone and strong written communication skills


• Demonstrated ability to work independently and support others in a team environment.


• Provide administrative training and backup as necessary.


• Experience working in public company and/or with confidential information preferred


• Strong organization and attention to detail skillsAbility to work overtime as needed.

Pay Range: $49,000-52,000


American Regent celebrates diversity and we are committed to creating an inclusive environment for all employees. We are an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, or protected veteran status


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