Institute for Medical Research at the Durham VA Health Care System
ADMINISTRATIVE ASSISTANT
PI: Dr. Stephen Freedland
The Durham VA Health Care System (DVAHCS) is looking for a full-time Administrative Assistant to manage an office for Principal Investigator, Dr. Stephen Freedland, and his associates in his urology and oncology research lab. This position will include office support and will work at a minimum, 5 hours per day M-F, 8am-1pm. The Administrative Assistant works under the direction of the Training and Office Systems Manager.
Critical Element 1 – Office management support
- Receive office supplies, clinical/lab supplies, equipment, and furniture
- Prepare office for meetings and investigator visits
- Coordinate conference-related activities including staff registration, transportation, travel insurance, and poster printing
- Update wall calendars and cleaning schedules
- Under the direction of the Training and Office Systems Manager support the office expansion as team grows, working closely with IMR and building management
Critical Element 2 – Support staff hiring and exit procedures
- Coordinate team interviews with candidates
- Supports the compiling and presentation of candidate feedback for making final hiring decisions
- Coordinate exit procedures when staff leave the group
Critical Element 3 – Perform study-specific research tasks
- Mail office, laboratory, and other study-related documents
- Support, investigate, and pursue access to resources needed for conducting research
- Assist with lab specific tasks such lab organization
Critical Element 4 – Provide personal assistance to management staff
- Book work-related travel, travel insurance, and assist with travel reimbursements
- Order and pick up meals and groceries during standard business hours
- Make reservations for work-related meetings and meals
- Drop off and pick up various items as needed
- Manage correspondence and items of recognition for staff and collaborators
- Maintain and organize various records and documents
Critical Element 5 – General office upkeep
- Resolve equipment and office maintenance issues
- Maintain key legends
- Create and maintain physical and electronic staff folders
- Organize and maintain computer equipment
- Respond to staff questions
Required Skills and Experience:
Requires an organized, task oriented, deadline-sensitive individual with a minimum of an Associate degree and a minimum 3-5 years of relevant experience.
Candidates must be able to deal diplomatically and professionally with administration, faculty, clinical and lab personnel, and subjects. Demonstrated leadership, professional initiative, teamwork abilities, strong interpersonal relationship skills, excellent written and oral skills, Windows, Microsoft Word, Excel, Access, editing, and proper telephone etiquette skills are required for this position. Prior office work or management experience strongly preferred. Prior experience with FDA regulations, and HIPAA considerations are welcomed but not mandatory.
Salary range is $17.30 - $22.74 per hour. Rate of pay will be commensurate with experience level. Position will include full-time benefits. Must be available to work in our office a minimum of 5 hours/day Monday-Friday.
Applicants must have the ability to work independently in a fast-paced environment and be able to prioritize workflow, sit for long periods in front of a computer, must be able to occasionally lift, pull, and push a minimum of 25 lbs., and be fluent in English. Applicants must own your vehicle, have a valid driver’s license, good driving record, and liability insurance. Applicant will be reimbursed for any documented work-related travel at the government’s GSA mileage rate.
The prior statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Employees work for the Institute for Medical Research and will have a WOC appointment at the Durham VA Health Care System. Please visit www.imr.org for information about employee benefits. Expected start date is typically ~6 weeks following job offer and is contingent upon completion and processing of VA paperwork. Employees must undergo a Federal background check and are subject to a VA Medical Center drug test prior to hiring. We do not sponsor applicants for work visas.
Participation in the seasonal influenza and Coronavirus Disease 2019 (COVID-19) Vaccination programs may be requirements for all Department of Veterans Affairs Health Care Workers Without Compensation (WOC).
Equal Opportunity Employer, including disabled persons and veterans.
Click here to apply to this position and others directly on the Institute for Medical Research Careers Page!
