Administrative Assistant - CVM CCR Administrative Support

Department:

SOM KC Cardiovascular Medicine

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CCR Administrative Support

Position Title:

Administrative Assistant - CVM CCR Administrative Support

Job Family Group:

Professional Staff

Job Description Summary:

This position is responsible for providing administrative support to the Department of Cardiovascular Medicine including the Program for AI and Research in Cardiovascular Medicine (PARC), the division of Cardiovascular Medicine Translational Research, and all other Cardiovascular Medicine basic science research activities.

Job Description:

Key Roles and Responsibilities

• Submit grant proposals, effectively manage grant submission timelines, and track the progress of all grant submissions.

• Submit abstract and journals, effectively manage abstract and journal submission timelines, and track the progress of all abstract and journal submissions.

• Manage IRB tasks including requesting and troubleshooting trainees’ IRB related trainings.

• Manage assigned email accounts including reading, tracking, and responding.

• Manage and review assigned daily, weekly, monthly, quarterly, and annual schedules and tasks.

• Schedule meetings, take meeting minutes, and track meeting action items.

• Plan elective research blocks for trainees.

• Assist with planning clinic and electrophysiology lab schedules. 

• Track clinical cases.

• Plan, organize, and manage teaching conferences.

• Organize and maintain research ideas, case reports, and the research files located in the shared OneDrive folders, P: drive, and/or in Redcap.

• Transcribe letters and emails.

• Assist with manuscript/monograph editing, formatting, word counts, etc.

• Assist with compiling and formatting presentation slide decks.

• Organize journal club for PARC.

• Organize invited lectures for PARC.

• Compile the PARC quarterly newspaper.

• Book travel arrangements and process travel reimbursements.

• Maintain the website and social media accounts for each assigned research program or division.

• Track certifications and continuing medical education requirements for research faculty members.

• Maintain curriculum vitae and bio sketches for research faculty members. 

• Maintain research faculty members professional memberships and subscriptions.

• Coordinate IT access for medical students.

• Coordinate the Cardiovascular Summer Research Training Program.

• Assist with invoicing services for the Cardiovascular Medicine Core.

Required Qualifications

Education:

• High school diploma or equivalent

Work Experience:

• Two years of administrative support experience

Preferred Qualifications

Education:

• Bachelor’s degree

Work Experience:

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

• Experience with grant submissions.

• Experience using Workday.

• Experience using the Huron Research Suite.

• Experience using Redcap.

Skills

• Expertise with Microsoft Office, including Word, Excel, PowerPoint, and Outlook

• Effective communication skills

• Exceptional customer service skills

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 Documents

• Resume/CV

• Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retireme