CTO Administrative Assistant - 134727

The Moores Cancer Center (MCC) is one of just 57 NCI-designated Comprehensive Cancer Centers in the United States and the only one in San Diego County. As a consortium cancer center, it is a collaborative partnership between the UCSD: encompassing 28 departments, 6 schools (School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, School of Public Health, Jacobs School of Engineering, School of Biological Sciences & the School of Physical Sciences), UCSD Health oncology hospitals and clinics; the basic and public health research and outreach of San Diego State University (SDSU), and the basic and translational research of the La Jolla Institute of Immunology (LJI). These various programs and units are all dedicated to fulfilling the Moores Cancer Center's mission of reducing cancer's burden. As such, it ranks among the top centers in the nation conducting the continuum of cancer research, providing advanced patient care, and serving the community through outreach and education programs. As a top-ranking, future-oriented organization, we offer challenging career opportunities in a fast-paced and innovative environment. Moores Cancer Center follows a progressive philosophy of career-path development for its employees including opportunities for cross-training, professional development, and progressive responsibility.

MCC's mission is to transform cancer care in our catchment area and beyond by driving exceptional scientific discoveries and innovations in prevention, detection, care, and training. MCC will make a global impact on improving health by reducing cancer burden through accelerated discovery and translation, compassionate and interdisciplinary care, education and community engagement, with the foundation of our core values - Excellence, Innovation and Risk-Taking, Collaboration, Diversity and Service.

The Clinical Trials Office (CTO) at UCSD's Moores Cancer Center administers many clinical trials on behalf of its member investigators, including trials sponsored by National Cancer Institute cooperative groups, pharmaceutical companies, and physician investigators.

The Clinical Trials Office (CTO) Administrative Assistant provides administrative support primarily to the Regulatory Affairs Department and other CTO staff members as determined by the Regulatory Affairs Manager. The CTO is a dynamic, fast-paced office with constantly changing priorities. The Assistant will maintain calendars for the CTO staff, schedule meetings, make room reservations, and record and transcribe meeting minutes. Support the management and organization of regulatory documents. Occasionally assist with scheduling, organizing and coordinating meetings. Assist in developing policies and procedures for the office and participate in long-range planning for administrative needs of the CTO. Assist in developing and maintaining databases, including regulatory files database (Florence).

• Experience in planning and organizing functions, meetings and special events. This includes preparing agenda, collating/distributing materials, and documenting/formatting minutes of meetings and ensuring action items are completed, followed-up and documented.

• Experience coordinating, maintaining and arranging complex calendars for meetings, appointments, and travel.

• Experience with the creation and maintenance of computerized databases including Access. Advanced skill level with MS Office, including word processing software application (Word) and demonstrated knowledge of software such as Excel and PowerPoint.

• Experience developing and editing documents, using proper English grammar, punctuation, spelling and proofreading skills. Experience producing marketing materials, letters, correspondence and/or reports containing tables, slides, graphs, etc.

• Excellent interpersonal, oral and written communication skills, including diplomacy, tact, and flexibility. Proven ability to interact with all organizational levels and to communicate effectively and professionally both in person and via phone. Strong phone etiquette. Ability to present a positive impression in person, on the telephone and through e-mail.

• Proven ability to work independently without direct supervision using initiative and resourcefulness. Ability and willingness to learn new skills and take on new tasks as needed for all aspects of the position.

• Skill in preparing presentations inclusive of slides, tables and graphs.

• Fast and accurate typing/word processing skills. Experience operating general office equipment including computer, printer, copier, fax, etc.

• Demonstrated high degree of professionalism and independence in a rapidly changing, time-pressured environment. Proven ability to exercise independent judgment, independently analyze, organize, and prioritize daily activities. Strong organizational skills.

• Demonstrated ability to organize office and develop routine programs and procedures. Ability to develop complex filing systems. Ability to work effectively in an environment with multiple interruptions.

• Ability to identify problems and develop responsive, creative, innovative and effective solutions and recommendations. Analytical and comprehension skills to understand and interpret complex written materials.

• Ability to maintain confidentiality.

• Experience tracking and maintaining records/files for documents such as clinical trials forms and/or regulatory documents, invoices, etc. Experience with scanning, filing, organizing documents.

• Experience with disbursement processes and procedures. Experience reconciling accounts and ledgers.

• Demonstrated understanding of basic accounting principles.

• Employment is subject to a criminal background check and pre-employment physical.

• Overtime may be necessary to meet departmental deadlines and special projects.

• Must have access to reliable transportation as some travel is required.

• Must complete annual TB/Fit test screening.