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Staff Assistant

Perform administrative and secretarial duties of a complex and confidential nature in support of major program activities to relieve supervisor of varied clerical and administrative responsibilities and to maintain efficiency in organizational operations. This individual will assist the Chief Scientific Officer and Medical Director and Program Director. The incumbent will also provide backup administrative support.  This individual will also be an integral member of a team of professionals.

  • 50%. Assist the Chief Scientific Officer / Medical Director with varied clerical and administrative responsibilities, including but not limited to daily scheduling, screening and triaging calls, taking messages, returning phone calls, answering pages, drafting letters, filing to and maintaining A-Z files, organizing new patient referral files, performing literature searches, performing administrative review and providing cord blood unit files for final review and miscellaneous other tasks as requested.
  • 20%. Schedule all travel requests for the Chief Scientific Officer / Medical Director, including booking air travel, hotel and ground transportation.  Act as liaison with inviting organization/program to ensure all travel details have been confirmed. Prepare and submit travel reimbursement requests for each travel event. Work closely with the inviting organization/program to ensure receipt of honoraria CME and travel expense reimbursements.
  • 10%. Assist with maintenance of communication sources (e.g. cell phones, pagers, computers, Blackberry).
  • 2%.Complete Chief Scientific Officer / Medical Director's monthly laboratory and clinical timesheets.
  • 10%. Assist Chief Scientific Officer / Medical Director in arranging and organizing internal and external meetings and program conferences
  • 10%. Assist Chief Scientific Officer / Medical Director with correspondence with federal agencies, such as: HRSA, FDA, NIH, NMDP, and Congress.
  • Perform other related duties incidental to the work described herein.

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.
Work generally requires three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

  • Excellent verbal and written communication skills
  • Excellent computer skills, including intermediate to advanced experience with Outlook, Word, Excel, Power Point, and Internet navigation, in both Apple and PC devices.
  • Experience with patient information system (EPIC) is preferred
  • Must be dependable and able to multi-task
  • Intermediate to advanced medical terminology
  • Writing/editing skills
  • Ability to work independently
  • Attention to detail
  • Ability to work well under pressure
  • Ability to organize workload and handle several projects at a time
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