Administrative Assistant Cardiology

Department:

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Position Title:

Job Family Group:

Job Description Summary:

Job Description:

Job Duties

• Manage and coordinate the Assistant Director of Researchs calendar including scheduling meetings and appointments.

• Coordinate meetings for Clinical Research Coordinators and Research Associates including clinical trial monitor visits site initiation visits and meetings with health system staff and university departments.

• Organize departmental meetings by preparing agendas recording and distributing meeting minutes and ensuring timely follow-up.

• Oversee ordering and inventory of departmental office supplies business cards and printing materials.

• Procure supplies for clinical trials grant-funded initiatives and other research projects.

• Submit and track facilities management work orders as needed.

• Support departmental financial operations including processing invoices and assisting with payments.

• Assist with invoicing clinical trial activities and follow up with sponsors regarding outstanding payments.

• Audit cash receipts to ensure accuracy and reconcile entries within the clinical trial payment tracking system (CRIS/Velos).

• Maintain and update the departments webpage to ensure accurate and current information.

• Manage and track faculty and staff credentials including CVs medical licenses and CITI certifications; monitor expiration dates and send renewal reminders.

• Coordinate onboarding logistics and scheduling for new employees.

• Inventory monitor and track departmental assets including computers printers office equipment and room keys.

• Maintain organized departmental records and documentation.

• Provide data entry support to Clinical Research Coordinators as needed.

• Assist with participant communication for clinical trials via phone email and mail.

• Support Clinical Research Coordinators with insurance predetermination and preauthorization requests for study-related procedures.

This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job not an exhaustive list of all possible job responsibilities tasks duties and assignments. Furthermore job duties responsibilities and activities may change at any time with or without notice.

Required Qualifications

Education: High school diploma or equivalent.

Work Experience:

• Two years of administrative support experience.

Preferred Qualifications

Education: Bachelors degree

Work Experience:

• Experience in healthcare research and/or an academic setting.

• Experience using Workday.

Skills

• Computer skills.

• Communication.

• Customer service skills.

• Attention to detail.

Required Documents

• Resume/CV

• Cover Letter

Comprehensive Benefits Package: