Administrative Assistant - Glaucoma Research Center

Wills Eye Hospital - Philadelphia, PA

Full-time - Mid Level

Philadelphia, PA

Hospitals

About the position

The Administrative Assistant at the Glaucoma Research Center of Wills Eye Hospital plays a crucial role in providing comprehensive administrative and clerical support to the Vice Chair of Research and the Director of Research Training and Education. This position is essential for ensuring the smooth operation of the research center, facilitating communication, and coordinating various activities related to research and education.

Responsibilities

• Manage calendar and meetings for Dr. Schuman and Dr. Wollstein.
• Coordinate meetings, travel, and all scheduled events for supervising physicians, including all reservations and visa requirements.
• Answer phones, retrieve messages, and communicate with physicians.
• Respond to calls and e-mails as directed.
• Work with the research center director to plan, facilitate, and coordinate reimbursement of non-research center employees involved in studies.
• Assist with potential studies for potential involvement of Wills GRC, including budget and subject requirements.
• Type, file, copy, fax, answer phones, and maintain the daily schedule of the Research Center.
• Organize departmental correspondences, assist with data entry, compute time cards, and distribute paychecks.
• Maintain all physician CVs and update as needed.
• Manage and submit expenses for physicians, providing all supporting documentation and keeping files for all submissions.
• Organize events such as interviews, meetings, and other activities associated with the research department and academic meetings.
• Provide administrative support for the recruitment of research fellows, including responding to inquiries, processing applications, and setting up phone interviews.
• Coordinate all activities related to education and research programs, including meetings and conferences within and outside the center.
• Act as a liaison with lead personnel in education and research programs.
• Follow up on abstracts/poster presentations after national meetings until all materials are obtained, filed, and logged.
• Assemble and maintain all articles and posters presented and published by the Wills Eye Institute Glaucoma faculty and fellows.

Requirements

• Mid-level experience in administrative support or related field.
• Strong organizational skills and attention to detail.
• Excellent communication skills, both verbal and written.
• Proficiency in office software and tools for data entry and document management.
• Ability to manage multiple tasks and prioritize effectively.

Nice-to-haves

• Experience in a healthcare or research environment.
• Familiarity with budgeting and financial documentation.
• Knowledge of research protocols and procedures.

Benefits

• Full-time position with competitive salary.
• Opportunities for professional development and training.