Staff Assistant, II

The Neurological Clinical Research Institute (NCRI) develops, designs, supports, and manages innovative observational and interventional trials for neurological disorders. This fast-paced institute has an impressive record of efficiently organizing, overseeing, coordinating, and conducting small and large multi-center, international clinical trials. The mission of the NCRI is to accelerate translational research in neurological disorders through initiating and testing novel therapies. The NCRI also serves as a Coordinating Center for the Northeast ALS Consortium (NEALS), a non-profit, research consortium committed to the cooperative implementation, timely completion, analysis, and reporting of clinical trials and other research studies aimed at improving patient care and understanding of the disease process of Amyotrophic Lateral Sclerosis (ALS). Amyotrophic Lateral Sclerosis (ALS), commonly known as Lou Gehrig's disease, is a life devastating disease that affects one in approximately 40,000 Americans. Currently, there are only two marketed therapies for ALS patients. Clinical research is the only way to develop new therapies for the treatment of ALS which is one of the strategic initiatives at the core of the NCRI.

Under the supervision of the Office Manager, the Staff Assistant II will provide general administrative support to the HEALEY ALS Platform Trial principal investigators and projects (e.g., electronic file organization, shared drive organization, formatting project documents, general project communications/calendar). Daily responsibilities will include planning for face-to-face conferences, virtual conferences and meetings, scheduling team meetings and conference calls, ordering supplies for the team, and providing some research and network-related support as needed. The Staff Assistant II will also provide all other duties or special projects that are unit-specific and appropriate to the position.

The position requires a high degree of flexibility, independence, and willingness to participate in multiple activities and provide support by working with the team.

PRINCIPAL DUTIES AND RESPONSIBILITIES

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

• Process 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

• Establishes and maintains office systems (i.e. filing systems) and procedures of the NCRI for smooth functioning of workflow

o Some files may include confidential material

• Reviews mail (including email), answers when appropriate, and/or forwards to appropriate persons

• Maintains PI calendar and calendar items for the project

• Troubleshoots routine/non-routine problems and takes measures to correct/handle issues

• Assists with the orientation and training of new staff

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. Standard Operating Procedures (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

SKILLS/ABILITIES/COMPETENCIES REQUIRED

• Knowledge of medical terminology, or secretarial training a plus

• Effective interpersonal, communication, organizational, and problem-solving skills

• Demonstrates attention to detail

• Strong word processing skills (Microsoft Word).

• Working knowledge of Microsoft Excel, Access, and PowerPoint

• Ability to work independently as well as a member of the team

• Ability to prioritize work

• Ability to take detailed meeting minutes

EDUCATION:

High School diploma required; associate or bachelor's degree preferred

EXPERIENCE:

Minimum of two years experience in an office environment