Administrative Assistant - Freedland Research Group

Institute for Medical Research at the Durham VA Health Care System

ADMINISTRATIVE ASSISTANT (Internal Candidates Only)

The Institute for Medical Research (IMR), an affiliate of the Durham VA Health Care System (DVAHCS), is looking for a full-time Administrative Assistant to offer administrative support in the offices of Principal Investigator, Dr. Stephen Freedland, and his associates at his urology and oncology research lab. This position is open only to current employees of IMR. External applicants will not be considered.

The Administrative Assistant works under the direction of the Administrative Manager or designee.

Location: This position is Hybrid, 3 days in office, in Durham, North Carolina. Candidates must be willing to relocate prior to the start date.

Duties and Responsibilities:

Office Management Support

• Receive office supplies, clinical/lab supplies, equipment, and furniture.
• Prepare office for meetings and investigator visits.
• Coordinate conference-related activities including staff registration, transportation, travel insurance, and poster printing.
• Update wall calendars and cleaning schedules.
• Support the office expansion as the team grows, working closely with IMR and building management.

Support Staff Hiring, Onboarding, and Exit Procedures

• Coordinate and schedule phone screens and team interviews with candidates.
• Compile interview materials in preparation for interviews.
• Support the compilation and presentation of candidate feedback for making final hiring decisions.
• Assist with onboarding tasks and preparation of materials, as assigned.
• Coordinate exit procedures when staff leave the group.

Perform Study-Specific Research Tasks

• Mail office, laboratory, and other study-related documents.
• Support, investigate, and pursue access to resources needed for conducting research.
• Assist with lab-specific tasks such as lab organization.

Provide Assistance to Management Staff

• Coordinate and schedule team meetings.
• Book work-related travel, travel insurance, and assist with travel reimbursements.
• Order and pick up supplies during standard business hours.
• Make reservations for work-related meetings and meals.
• Drop off and pick up various business-related items as needed.
• Manage correspondence and recognition program for staff and collaborators.
• Maintain and organize various records and documents.
• Attend meetings, record minutes, and distribute minutes.

General Office Upkeep

• Resolve equipment and office maintenance issues.
• Create and maintain physical and electronic staff folders.
• Organize and maintain computer equipment.
• Respond to staff questions.

Qualifications:

Requires an organized, task-oriented, deadline-sensitive individual with an Associate's degree or equivalent education and a minimum of 3-5 years of relevant experience. Candidates must be able to deal diplomatically and professionally with administration, faculty, clinical and lab personnel, and subjects. Demonstrated leadership, professional initiative, teamwork abilities, strong interpersonal relationship skills, excellent written and oral skills, and proficiency in Windows, Microsoft Word, Excel, Outlook, Access, editing, and proper telephone etiquette are required for this position.

Strong calendar management skills are required. Prior office work or management experience is strongly preferred. Prior experience with FDA regulations and HIPAA considerations is welcomed but not mandatory.

Physical Requirements: Applicants must have the ability to work independently in a fast-paced environment and be able to prioritize workflow, sit for long periods in front of a computer, and be able to occasionally lift, pull, and push a minimum of 25 lbs. Applicants must be fluent in English, own a vehicle, have a valid driver’s license, good driving record, and liability insurance.

Applicants will be reimbursed for any documented work-related travel at the government’s GSA mileage rate.

Salary Range or Rate of Pay: $18.00 - $25.83 per hour. Rate of pay will be commensurate with experience level. Position includes full-time benefits. Must be available to work in the office.

Status: Non-Exempt

Start Date: Expected start date…