The primary functions of the Administrative Coordinator role are to (i) provide administrative, secretarial, and technical support to the Director of the DE IdEA States Pediatric Clinical Trial network (ISPCTN)/Director of Clinical Research at duPont Hospital for Children, (ii) coordinate mentoring, education, and career development activities. Job functions will center at Nemours but will involve interactions with clinical and research staff and senior administrative staff from Professional Development partners. The Coordinator will work in concert with other members of the ISPCTN team in relation to administrative and operational functions, and will maintain a high level of sensitivity, discretion, and administrative capability coupled with excellent written and verbal communication skills. The ability to prioritize and work independently is also required. Under the supervision of the DE ISPCTN Director, duties include coordination of ISPCTN activities, Professional Development, development of web-based content, preparation of correspondence and reports, maintenance of databases and spreadsheets, planning and executing meetings, fielding phone and emailed inquiries and requests, and assisting with online and onsite educational events. Coordinate and act as recording secretary for committee meetings. Must integrate well into an administrative team and display leadership skills. Must understand the importance of maintaining confidentiality, and demonstrate the ability to do so on a daily basis. The Administrative Assistant will have reporting responsibilities, as appropriate, to the ISPCTN Director.
Previous experience supporting nursing or clinical departments preferred.
Minimum 5 years job related experience.
Essential Functions
Meet regularly with supervisor and other collaborators to review and disseminate pertinent information/issues. Receive/field and initiate phone calls and other communication using verbal, written and electronic media; receive visitors.
Coordinate and maintain documentation for the Director of the IdEA States Pediatric Clinical Trial network (ISPCTN)/Director of Clinical Research duPont Hospital for Children), including minutes and memos. Support and take minutes for ISPCTN/Professional development committee meetings.
Submit required documents and reports to the ISPCTN leadership, Professional Development leadership, Nemours Research Administration, and funding sponsors. Maintain correspondence, arrange meetings, order supplies, and perform general office functions.
Provide day-to-day support for the DE ISPCTN Director and Leadership team.
Assist in research responsibilities for related studies including preparation of IRB and regulatory materials, participant recruitment and data management.
Track and coordinate Professional development, mentoring agreements, educational accomplishments, and career development progress of ISPCTN/Professional Development. Assist with staff development and training certifications.
Complete special projects at the direction of the Nemours Site Principal Investigator for the ISPCTN. Assist with accurate and timely reporting in yearly reports to the funding agencies and the Institutional Review Board.
Additional Functions
Monitor/use office equipment (facsimile machine, printers, copier) and monitor supplies.
Participate in seminars and opportunities for continuing education. Attend meetings as requested and participate in committees as requested.
Develop familiarity with scientific and medical terminology, bibliography and manuscript format
Participate in special projects as needed.
Good basic math skills.
Performance Skills
Confidentiality in all aspects of the position.
Ability to set and meet deadlines; work with minimal supervision on defined tasks; maintain the highest possible standards for work quality.
Show initiative and motivation; strong degree of professionalism. Handle all situations with tact and discretion; maintain confidentiality.
Excellent ability to set priorities; make decisions; take direction; accept and provide feedback.
Exhibit excellent communication organizational capabilities.
Exhibit excellent organizational capabilities.
Maintain progress multiple open tasks; work independently.
Provide accurate typing and systematic electronic and hard-copy filing.
Ask questions; give accurate information. Takes direction.
