Job Description

The Department of Public Health Sciences (PHS) in the College of Medicine, in Hershey, PA, invites applications for an Administrative Support Assistant to assist in managing the daily operational activities for a large multicenter research consortium funded by the National Institutes of Health (NIH) where PHS serves as the Data Coordinating Center (DCC). Eight medical centers serve as the recruitment clinical centers for the consortium (five in the USA, two in the United Kingdom, and one in Australia). The successful candidate must be highly organized, detail-oriented, possess strong communication skills, and demonstrate the ability to work both independently and within team settings. This position will report directly to the Principal Investigator and the Project Manager of the DCC. Responsibilities include, but are not limited to: Providing general administrative support to the DCC including answering phone calls, coordinating and scheduling meetings, managing directory listings, and posting information to the consortium’s secure website. Assisting with the coordination of remote and in-person meetings and other events. Onboarding and certification of study team personnel at the clinical centers. Scheduling the educational intervention sessions for study participants at the five USA clinical centers. Creating and maintaining files, databases, and reports. Serving on various committees, preparing meeting agendas, and drafting meeting minutes. Ordering and distribution of study supplies and equipment. Assisting with the collection and organization of materials for grant proposals, manuscript submissions, and other purposes as needed. Serving as a liaison between the DCC, NIH program officers, and clinical site personnel. The Administrative Support Assistant will frequently use the following software and applications: Microsoft Office 365 (Outlook, Word, Excel, and PowerPoint) as well as those specific to internal departmental operations (Data Management System, PAINS, Qualtrics, etc.). This is a limited-term position funded for one year from date of hire, with possibility of refunding. Education and Experience: This position requires a minimum education of an associate’s degree plus 4 or more years of related experience or an equivalent combination of education and experience. Additional preferred qualifications include: Excellent communication, time management, and interpersonal skills, Detailed-oriented and driven to provide excellent customer service, Ability to work independently and as a member of a team, Outstanding organization skills, Demonstrated ability to be proactive and take initiative. This position will offer the opportunity for flexible work arrangements and be considered a hybrid (remote and in-person) position. Weekly in-person office presence will be expected for at least 1-2 days of the Monday-Friday work week. Employment will require successful completion of background check(s) in accordance with University polices.

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