Office Manager - Clinical Research

The Office Manager provides administrative support services and handles office management related tasks and responsibilities for the Crawford Research Institute, the James M. Cox Innovation Institute, and associated labs. Provides input on process and procedure improvement to ensure efficient and cost-effective running of the institutes. Performs all aspects of office management including system/data entry, organizing meetings and functions, Workday invoice processing, purchasing, maintenance and repairs of office and equipment as needed, new staff orientation, supports Operations Manager with grant management tasks and responsibilities as needed. The ideal candidate has an analytical mind, strong attention to detail and is excited for a challenge in this fast-paced environment

Job Responsibilities:

• Answers incoming phone calls and public inquiries.  Directs calls to appropriate parties or takes messages.
• Coordinate and manage MCAR 11 meetings: send invites, track responses, send agenda, take minutes, transcribe and distribute to invitees.
• Travel arrangements for staff as needed.
• Event Planning – Supervises all aspects of event planning for Research, Innovation and CAT events.
• Provides input regarding process and procedure improvement to ensure efficient and cost-effective running of the institutes.
• Ensures day-to-day operations, within role, align with departmental objectives.
• Works closely with Vice President Research and Innovation , Research Directors and Principal Investigators to support a variety of projects and initiatives.
• Handles all purchasing for research to include purchasing for grants and awards.  Must maintain knowledge of current federal procurement procedures.
• Generates vendor requests and payments in Workday. 
• Process expense reports in Workday.
• Serves as the Policy Administrator for Research policies and procedures to include creation and maintenance of CRI/Innovation Institute policy and procedure database.  Responsible for development and enhancement of processes and procedures and makes recommendations that ensure efficient office operations.  Will draft policies and submit to operations manager and associated directors for approvals.  Once approved, will publish in PolicyStat.  Tracks expiration and renewal dates.  Maintains internal database of all relevant administrative policies, procedure, and training manuals specific to CRI to track revisions and dates issued. 
• Administrator for all Research Contracts, manage in Agiloft.
• Supervises mail and copy room,  get mail from central mail room daily, takes outgoing mail to central mail room daily.
• Monitors employee lounge area for cleanliness and organization.  Orders supplies as needed to keep stocked for coffee, creamers, sweeteners and other supplies.
• Maintain office supply closet, order refills as needed.
• Handles all purchasing for Research, Innovation and CAT to include purchasing for grants and awards.  Must maintain knowledge of current federal procurement procedures.  
• Supervises staff support activities.
• Coordinates use of office equipment as needed.  Coordinates equipment maintenance and repair.  Provides necessary training on equipment operation as needed.
• Submits maintenance requests as needed for repairs, keys, etc.
• Responsible for orientation and training of all new members of the CRI and Innovation Institute staff including off-site labs to include assignment of space, Service Now request for specialized system access and distributing keys.
• Responsible for collecting keys and other Shepherd property from terminating employees.
• Special Projects as Assigned by VP Research & Innovation or CRI Operations Manager.
• Kronos Timekeeping - Primary timekeeper for Research, Clinical Trials, Innovation and CAT.  
  • Responsible for timely collection of effort reporting and maintaining digital files of all effort reports.
  • Monitors effort reports for deviations from personnel appointments, reports to Operations Manager on issues.
  • Accurately key payroll changes into Kronos as per payroll master sheet.
  • Maintain payroll master sheet with personnel appointments accurately reflecting current research appointments. 
  • Maintain correct percentage splits in Kronos.
  • Payroll Monday:  conducts a complete review of all time is required to insure that all personnel’s time is being charged to the correct grant, clinical trial and/or department. 
  • Corrects any payroll errors reported by payroll department within 15 minutes of receiving email notification from the payroll department on Payroll Monday.
• Practices proper safety techniques in accordance with Center and departmental policies and procedures. Responsible for the reporting of employee/patient/visitor injuries or accidents, or other safety issues to the supervisor and in the occurrence notification system.
• Monitors and ensures compliance with all regulatory requirements, organizational standards, and policies and procedures related to area of responsibility. Identifies potential risk areas within area of responsibility and supports problem resolution process.

Required Minimum Education:

• High school diploma or equivalent required.

Required Minimum Certification:

• No minimum certification or license requirements.

Required Minimum Experience:

• 2 years' experience supporting office support tasks.

Required Minimum Skills:

• Must be proficient in Office 365.

• Must be self-directed with good problem-solving and organizational skills.

• High degree of judgement and independent decision-making.

• Highly motivated with a positive attitude.

• Takes responsibility for growing professionally and seek opportunities for improving skills.

• Ability to plan, manage and evaluate multiple priorities.

• Communicates effectively using timely verbal, non-verbal and written communication.

• Willingly adapts to changing work demands and work environment.

• Maintain congenial working relationships with peers.

• Must be able to work in team environment and maintain professional demeanor.

• Strong customer service attitude and philosophy.

Preferred Qualifications:

•  Bachelor’s degree preferred.

Physical Demands:

• Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time or exerting up to 15 pounds of force occasionally or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.

Working Conditions:

• No potential for exposure to blood and body fluids.