Administrative Associate 3-UT Memphis Cancer Center

Market Range: 06

Hiring Salary: $19.67/Hourly

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Associate 3 manages the day-to-day administrative activities by providing direction and administrative support to the Scientific Director of the Center for Cancer Research.  This position ensures the Scientific Director is compliant with the University, various funding agencies, regulations, procedures, and guidelines. This position monitors millions of dollars in grants and College of Medicine (COM) support dollars.

Responsibilities

1. Schedules meetings and manages the calendar for the Scientific Director, including inside the University and other entities locally, nationally, and internationally.
2. Prepares and arranges weekly Grand Rounds series for the Center for Cancer Research.
3. Coordinates the travel, including air travel reservations, hotel reservations, and car service or rental; provides trip folders for travel including hotel, car, maps, and registration information and detailed itineraries.
4. Maintains relationships with various community organizations, agencies, and hospitals to include West Clinic, St. Jude, and other Cancer related organizations and entities.
5. Communicates with various campus units to remain current on policies, procedures, and opportunities for the Center for Cancer Research.
6. Utilizes iMedRIS for IRB approval for studies, Institutional Animal Care and Use Committee (IACUC) processes for review of animal protocols,
7. Prepares correspondence, arranges conference calls, and schedules meetings.
8. Assists the Financial Coordinator in preparing, monitoring, and reconciling grant budgets and COM supported resources for the Scientific Director.
9. Assists Financial Coordinator and Scientific Director with close-out grants and contracts.  
10. Prepares documentation for audits by grants sponsors and fiscal matters. 
11. Manages the daily operations of the office. Orders supplies and equipment for the Center for Cancer Research team, prepares travel requests, travel arrangements and reimbursements, petty cash reimbursements, time entry for employees, both, monthly and bi-weekly, and other administrative functions as needed. 
12. Reconciles the monthly procurement statement to ensure all purchases are made within the University guidelines.
13. Performs other related duties as assigned.

Qualifications

MINIMUM REQUIREMENTS:  

EDUCATION: High School Diploma or GED. (TRANSCRIPT REQUIRED)

EXPERIENCE: Four (4) years of administrative, accounting, business, or related experience; OR Associate’s Degree and two (2) of related work experience; OR Bachelor’s Degree in lieu of experience. (Experience with research grants and contracts preferred.)

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent verbal and written communication, customer service, and interpersonal skills.
• Proficient computer skills in all aspects of Microsoft Office.
• Ability to learn various UT systems used for submission of grant-related functions such as iMedRIS, IRIS, eVisions, Cayuse, ESM contracts systems and others.
• Ability to work independently.

WORK SCHEDULE: This position may occasionally be required to work evenings.