Job Description

Job Summary
Job Summary:
The Utah Data Coordinating Center (DCC) has an immediate opening for an Administrative Assistant. This is an exciting opportunity to contribute to the dynamic and innovative research environment at the Utah Data Coordinating Center. The DCC manages large-scale, multi-site clinical studies, many of which are NIH-funded, and works closely with healthcare professionals and researchers to advance healthcare and improve patient outcomes.

As an Administrative Assistant, you will play a key role in providing organizational and operational support to ensure the successful execution of clinical research projects. You will assist with coordinating logistics, managing communication with external partners, and supporting the preparation and distribution of key research documents. Your responsibilities will primarily focus on supporting specific study teams and projects, as designated by Center Operations Leadership. However, the role may offer opportunities to engage in various initiatives across multiple teams, depending on the current needs of the center. The role may offer opportunities to engage in a variety of initiatives across multiple teams, contributing to the success of diverse research projects dependent on the current business needs of the center. This position provides a collaborative, fast-paced environment where you will have the opportunity to make a meaningful impact on projects that shape the future of healthcare.

The University of Utah offers a comprehensive benefits package including:
Excellent health care coverage at affordable rates
14.2% retirement contributions that vest immediately
Generous paid leave time
11 paid Holidays per year
50% tuition reduction for employee, spouse, and dependent children
Flex spending accounts
Free transit on most UTA services
Employee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
Professional development opportunities
Additional benefits information is available at https://benefits.utah.edu/
Responsibilities
Essential Functions
Provide administrative support to research teams, including project managers and staff, to coordinate study activities and ensure smooth business operations.
Assist department leadership with business planning and goal setting to support the strategic direction of research initiatives.
Maintain and organize calendars, schedule meetings, and manage logistics for both internal and external events.
Assist in developing department budgets, maintaining budget records, reconciling accounts, and preparing expenditure reports.
Prepare and process correspondence, reports, and other key documents, such as letters, memos, and presentations.
Organize and maintain confidential files and documentation related to research studies and projects.
Coordinate travel arrangements for team members and track/process travel reimbursements.
Assist in the creation and distribution of study reports, newsletters, and other communications.
Support data collection and organization for research projects, including monitoring regulatory documents, tracking progress, and assisting with data analysis.
Assist in the implementation of department and University policies and procedures to ensure compliance and operational efficiency.
Assist with training and onboarding of new staff members as needed, as well as help coordinate team activities.
Order office and/or study supplies for office and research operations using the company purchasing card or UShop platform.
Take minutes at meetings and follow up on action items to ensure effective communication and coordination within the team.
Create and maintain documents such as study guides, manuals, and presentations.
Provide administrative support to operations leaders by scheduling appointments, coordinating meetings and conferences, and maintaining office supplies.
Monitor and support the operational needs of research teams to ensure smooth workflows and successful project outcomes.
Resolve office-related issues or direct them to appropriate resources.
Plan and expedite the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.

Work Environment and Frequency
Nearly Continuously: Office environment.
Physical Requirements and Frequency:
Nearly Continuously: Sitting, hearing, listening, talking.
Often: Repetitive hand motion (such as typing), walking.
Seldom: Bending, reaching overhead.

Disclaimer
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to be an exhaustive list of duties, responsibilities, and qualifications required of employees assigned to this job.



Minimum Qualifications
Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) 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 position description.
Preferences
Preferences
Strong organizational and coordination skills, including experience in managing logistics, meeting coordination, and travel arrangements.
Excellent judgment, professional appearance, and exceptional communication skills for interacting with internal and external stakeholders.
Strong computer skills and proficiency in Microsoft Word, Excel, and PowerPoint, as well as Adobe Creative Cloud applications, with a focus on editing PDFs and InDesign.
Effective communication skills and the ability to interact professionally with healthcare providers, researchers, and administrative staff.