Administrative Assistant II

This Administrative Assistant IIposition works in tandem with our clinical research staff and multiple other departments to provide excellent customer care to patients participating in our clinical research trials while overseeing Administrative Assistant workflows, monetary transactions, and managing safe storage of gift cards and payments.

DUTIES & RESPONSIBILITIES

• Checking patients in at the front desk.
• Answer and direct phone calls.
• Organize and schedule meetings for the site and staff and take meeting minutes.
• Write and distribute emails, correspondence memos, letters, faxes, and forms.
• Manage medical record requests and receipts.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Provide administrative support to the site management and the clinical staff.
• Properly and timely escalate all administrative issues to be resolved in a professional and efficient manner.
• Manage office supplies, shipping and receiving for non-clinical supplies, and office organization.
• Sanitizing and preparing the patient lobby.
• Assist in Opening and Closing the clinic as needed.
• Managing participant stipends (office visits, eDiaries, safety calls)
• Scheduling transportation for patients to and from the site
• Managing and communicating patient scheduling, site calendars, and office visits.
• Ordering/catering lunch for patients and site when applicable.
• Oversee inventory of gift cards, payment methods, and other items as necessary
• Cash/money handling for AMEX and CRIO
• Oversee all of Administrative Assistant(s) workflow, ensuring that they are completed properly
• Ensure that all CRIO gift cards are accounted for and that the AMEX tracker is accurate, and up to date
• Manage access to the safe where all monetary forms are stored
• Any other duties/ tasks assigned by the manager.

KNOWLEDGE & EXPERIENCE

Education:

• High School Diploma or equivalent required
• Associates Degree in Business Administration or similar, required

Experience:

• 3 years of administrative assistant experience, required
• Clinical Research experience, preferred

Credentials:

• N/A

Knowledge and Skills:

• Proficiency with computer skills is required.
• Strong attention to detail.
• Must be reliable and have strong communication skills.
• Able to work in a fast-paced environment with the flexibility to handle various duties and projects at one time.
• Effective cash handling with no variances or deviations.
• Ability to manage and oversee multiple projects in a high intensity environment.
• Excellent organizational skills to manage and oversee multiple projects and tracking systems.
• Effective data organization skills to ensure trackers are effective and efficient.
• Strong ability to prioritize daily tasks and requests.