Summary

The Division of Pediatric Endocrinology is seeking to hire a highly organized and proactive professional to deliver advanced administrative support to department leadership, faculty, program operations and events. This role will handle day-to-day operations, coordinate financial and business processes, process personnel related transactions, and act as the primary liaison with central departments. The ideal candidate excels in a dynamic, fast-paced environment, demonstrates exceptional attention to detail, and embodies a collaborative, service-oriented, team-focused approach.

Job Duties

• Provides comprehensive administrative support to faculty, including calendar management, event coordination, licensure reimbursement, and credentialing activities.
• Prepares professional materials, including meeting minutes, correspondence, reports, and presentations.
• Coordinates travel arrangements for conferences through Concur and third-party payers, ensuring timely reimbursement and accurate reconciliation.
• Manages and reconciles financial transactions across Jaggaer and Concur systems.
• Coordinates and facilitates regular meetings with the Director, Associate Director, and Division Administrator, providing updates on outstanding priorities and operational matters.
• Supports monthly PI research meetings, including preparation of materials and tracking of deliverables.
• Partners with pre-award and post-award teams to ensure complete and timely submission of grant documentation in alignment with deadlines.
• Maintains and updates faculty biosketches for grant proposals and research submissions. 
• Manages research observer program and onboarding.
• Supports the monitoring of fiscal performance and budgets to ensure research projects remain compliant and achieve established objectives.
• Collaborates with faculty and research staff to develop and implement standard operating procedures (SOPs) for programs requiring timely regulatory submissions.
• Provides support in the preparation and formatting of manuscripts and grant applications.
• Manages and monitor REDCap feasibility surveys, ensuring timely and appropriate responses to all inquiries.
• Creates and maintain research publication databases and oversee the tracking of key metrics and reporting.
• Develops and distribute a monthly research newsletter to communicate updates and accomplishments.
• Designs and implement surveys and tracking tools to support division-wide research initiatives.
• Provides administrative and project-based support to faculty and staff on special research-related initiatives.
• Supports updates and maintenance of the department’s website and social media platforms to ensure accurate and timely communication.
• Coordinates and contribute to the planning and execution of the Annual Research Retreat, as well as other meetings and events.
• Manages office operations, including maintaining supply inventory and coordinating resolution of facilities and telecommunications issues.
• Serves as a departmental timekeeper, ensuring accurate time reporting and compliance with organizational policies.
• Performs other job-related duties as assigned.

Minimum Qualifications

• High School diploma or GED.
• Four years of relevant experience.

Preferred Qualifications

• Strong technical skills in Microsoft Word, Excel, PowerPoint.
• RedCap experience.
• Access database experience.