Senior Research Program Administrator

Location:

• Philadelphia, PA 19107

Status:

• Full-time

Primary Function:

The Vickie and Jack Farber Vision Research Center (VRC) at Wills Eye Hospital is seeking a highly motivated, enthusiastic individual with administrative experience in an academic research setting to provide high-level coordination and administrative support to the Vice Chair for Research and the Vision Research Center. This vital role requires a combination of administrative, communication, interpersonal and leadership skills, ability to manage competing priorities and knowledge of research practices and regulations to ensure the Center's success.

Essential Duties and Responsibilities:

1. Leads the Administrative Core of the Vision Research Center to provide research infrastructure and support to the Wills faculty and trainees to facilitate high quality research and serve as a centralized research communications center.
2. Assists the Vice Chair in shaping research-related policies and procedures for the VRC and Wills Eye
3. Oversees day- to- day operations of the VRC and its personnel, including scheduling meetings, managing the VRC calendar, coordinating the scheduling of the VRC conference room, maintaining personnel related documents, submitting and following up on invoices, etc.
4. Manages the budget of the VRC and various funded research projects in collaboration with the Finance Department and routinely review the budget with the Vice Chair for Research
5. Prepares and distributes meeting agendas and minutes for Vice Chair and VRC- led meetings, as necessary.
6. Provides administrative support for the Vice Chair including scheduling and organization of complex activities such as meetings, travel, conferences and other department activities. Creates, assists with visual presentations for the Vice Chair.
7. Provides administrative support to VRC staff as necessary
8. Produces general correspondences, memos, charts, tables, graphs, business plans, visual presentations etc. for VRC related activities. Proofreads for spelling, grammar and layout. Responsible for accuracy and clarity of final copy.
9. Coordinates VRC personnel/faculty recruitment; set up interview schedules, maintain records, submit appropriate HR paperwork.
10. Handles the administrative aspects of the VRC led Educational programs (i.e., Faculty Seminar Series, Farber Guest Lecture, Scholar in Residence) including finding available dates, preparing and distributing announcements, coordinating travel arrangements and reimbursement with the speakers, facilitating technical support, room set-up and considering applicable dietary needs
11. Preparation of routine research related communications across Wills Eye including monthly publication updates for Wills faculty, staff and trainees and meeting announcements highlighting participation and awards of Wills faculty and trainees
12. Acts as a liaison with other departments and outside agencies, including high-level staff. Handles confidential and non-routine information; explains policies as needed.
13. Participates in manuscript preparation and coordinates submission process.
14. Participates in preparation and submission of federal and non-federal grant applications in collaboration with the Finance and Foundation departments; ensures that administrative requirements for VRC personnel are met; assists with literature reviews and other grant related tasks as appropriate.
15. Participates in preparation of other grant and manuscript related documents, e.g. updates to curriculum vitae for the Vice Chair for Research and other VRC staff, and biosketches for personnel involved with VRC-related studies
16. Works independently and within a team on ongoing and special nonrecurring projects. Acts as project manager for special projects, at the request of the Vice Chair, which may include: planning and coordinating multiple presentations and disseminating information.
17. Responsible for facilitating medical student placement on research projects throughout Wills Eye
18. Serves as the Wills Eye Administrator for ClinicalTrials.gov website.
19. Provides support to the Vice Chair and Danielle Trappanese for preparing documents for the Ophthalmology Faculty Affairs Committee as needed.
20. Develop a strong working relationship with the administrative team supporting Wills Eye Leadership and assist with special projects as time permits.
21. Respects and protects the patients' rights to confidentiality and privacy and discloses information only for professional purposes that are in the patients' best interest with full consideration of their legal rights.
22. Demonstrates initiative in continuously improving personal knowledge, skills and work experience; and in improving departmental functioning.
23. Formulates and maintains effective working relationships with peers and management and functions as an effective team member.
24. Receives constructive feedback in a positive self-developmental manner and is receptive and approachable.
25. Performs other related duties incidental to the work described herein.

Educational requirements:

• Minimum of Bachelor’s Degree. Masters or PhD preferred

Experience:

• Minimum of three years related experience in an academic research setting required
• Possesses excellent administrative, interpersonal and organizational skills, the ability to prioritize projects and multi-task
• Familiarity with research methodologies, regulations, and compliance standards.
• Strong proficiency in Microsoft Office Suite (Word, Excel and PowerPoint), familiarity with publishing software such as EndNote
• Excellent oral and written communication proficiency, collaboration skills, and flexibility to function effectively and achieve the duties and responsibilities required for this position.