Remote Administrative Assistant / Full-time ID - 3485

January 16, 2025

About the job Remote Administrative Assistant / Full-time Administrative Assistants works directly with researchers and are essential to their success. Members of our team perform a diverse set of tasks at a challenging and rewarding tempo in a nationally recognized NCI Designated Cancer Center. The ideal candidate is someone who intends to stay with us for at least three years, during which time they can expect to gain experience and training which can translate into a long-term administrative career with the center, a Pac-12 school with fantastic benefits.This position provides complex administrative support for various labs and/or shared resources cores, including grant pre- and post-award support, accounting and human resources functions, travel planning, event coordination, and negotiation of systems.This position is hybrid. The current expectation is in office 3 days a week and remote 2 days. This may change based on departmental needs.

Responsibilities

1. Handles administrative and office needs for the Research Informatics Shared Resource, a team of 32 FTEs that provides software engineering and database management for the institutes research programs and investigators.

2. Provides a high-level of administrative support to Director.

3. Assists with preparation of progress reports to senior management.

4. Contributes to software development team effort by accomplishing related tasks as needed.

5. Serves as liaison to the Legal Department for Visa and H1B processing for foreign employees.

6. Serves as liaison to the HR and Research Administration departments.

7. Ensures division staff completes HIPAA and other training.

8. Ensures all staff time cards are accurate and approved each pay period.

9. Assists with general group/lab support which may including scheduling, purchasing, hiring, travel, CV maintenance, shipping and other requests as needed.

10. Assist the faculty in applying for grants, including updating/collecting Biosketches, Other Support pages and Letters of Support.

11. Assist faculty and grant management specialists in grant oversight by reviewing expenditures, updating distributions and following up on additional action items.

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12. Assists with the development of department/lab budgets, annually and for each grant application/funded award.

13. Review financial accounts on a monthly basis to ensure accuracy. Maintain complex salary distributions for faculty and their labs members.

14. Assists with the implementation of department, policies and procedures.

15. Provides administrative support to upper-level department management by scheduling appointments, coordinating meetings and conferences and maintaining and ordering office supplies.

This position is responsible for solving office problems such as payroll or accounts payable issues, solving staff, faculty and student problems or directing them to someone whom can and supervisory and personnel issues. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.

Desirable candidate will have demonstrated a strong organizational capacity, excellent communication skills, the ability to balance priorities and ensure follow through with a diverse set of responsibilities.

Work Environment and Level of Frequency typically requiredNearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.

Minimum Qualifications

Associate degree in business or equivalency (2 years related work experience may be substituted for 1 year of education) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

DISCLAIMER

Other Jobs You May Be Interested In

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

5. HOW DO YOU PROCESS INFORMATION?

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

8. HOW TO PRIORITIZE WORK?

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

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