Administrative Assistant

Job ID
17981
Type
Regular Part-Time
Company
Hutchinson Centre Research Institute of South Africa
Location
ZA-Soweto
Category
Clinical Research Support Services

Overview

Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutch’s pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation’s first cancer prevention research program, as well as the clinical coordinating center of the Women’s Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.


At Fred Hutch, we believe that the innovation, collaboration, and rigor that result from diversity and inclusion are critical to our mission of eliminating cancer and related diseases. We seek employees who bring different and innovative ways of seeing the world and solving problems. Fred Hutch is in pursuit of becoming an antiracist organization. We are committed to ensuring that all candidates hired share our commitment to diversity, antiracism, and inclusion.



The Hutchinson Centre Research Institute of South Africa (HCRISA) supports the work of the Fred Hutchinson Cancer Research Center in South Africa and the Southern African region. This work includes support of the HIV Vaccine Trials Network (HVTN) which is an international collaboration of scientists and educators searching for an effective and safe HIV vaccine. The HVTN's mission is to facilitate the process of testing preventive vaccines against HIV/AIDS. Our organization conducts all phases of clinical trials, from evaluating experimental vaccines for safety and the ability to stimulate immune responses, to testing vaccine efficacy. HVTN has dedicated operations in Southern Africa supporting multiple concurrent trials.


The Administrative Assistant is a part-time position responsible for ensuring the effective running of the office environment.The Administrative Assistant will be responsible for providing support to senior management, HVTN Leadership Operations Center (LOC) units/teams, maintaining, improving and coordinating several office activities.

Responsibilities

Office and Meetings

  • Acts as a local point of contact for all general telephone calls or visitors to the office, resolving, forwarding or escalating issues as appropriate
  • Sends notifications to office staff regarding office protocol and alert of potential visitors
  • Ensures the office premises are effectively maintained, presenting an appropriate image to visitors at all times
  • Assists in planning and organizing meetings/conference calls, including arranging accommodation and other logistics
  • Provides support during meetings as required; prepares and takes dictation, minutes, agendas, notices and manages mailings of meeting communications and supporting materials
  • Provides support to the LOC by notifying and escalating technical equipment issues to the IT department
  • Ensures all IT related requirements and resources are working effectively, liaising with relevant stakeholders as appropriate
  • Tracks all security concerns in appropriate reports and databases as required by Fred Hutch Security
  • Resolves questions and problems, independently taking or coordinating the appropriate action, referring only the most complex issues to higher levels


Management of Financial Expense Records

  • Obtains approval for all office purchases and maintain receipts of all purchases and assist with HCRISA financial expense reporting
  • Maintains excellent vendor database
  • Oversees ordering of supplies and maintain purchasing records. Purchases equipment, software, and supplies for the program; perform inventory control duties.
  • Reconciliation of invoices and resolve any discrepancies


Travel Support

  • Maintain a log of LOC staff travel activities
  • Support LOC staff travel logistics as required including emergency travel arrangements when needed
  • Act as a liaison between the LOC staff and International SOS / International SOS notices / emergency services and alerts


Support to LOC Teams

  • Performs duties to support each of the LOC teams and other ad-hoc duties as required by the teams as they arise.
  • Site Liaison Team: Tracking of QA/QC reports and follow-up letters between site visit calendar, uploading reports on the database and updating regulatory trackers
  • Community Engagement Unit: Assist with minute taking during meetings / conference calls
  • Regional Medical Liaisons: Supports relevant activities of the team
  • Site Operations/Clinical Trial Managers: Download and save DAIDS site monitoring reports periodically
  • Project Manager: Set up and support site investigator meetings/conference calls
  • Other duties, as required

Qualifications

EDUCATION, CERTIFICATION, QUALIFICATIONS AND EXPERIENCE NEEDED

  • Matric
  • 4 - 5 years’ experience in similar role with proven track record of success
  • Relevant office management or administration qualification an advantage
  • An equivalent combination of education and experience may be accepted
  • Strong computer skills with proficiency in Microsoft Word, Excel, Outlook and PowerPoint required


COMPETENCIES /SKILLS/ KNOWLEDGE

  • Excellent communication and interpersonal skills, ability to work with minimal supervision and within a team environment
  • Strong computer skills with proficiency in Microsoft Word, Excel, Outlook and PowerPoint required
  • A high degree of organizational skills, logical thinking and close attention to detail with the ability to manage multiple tasks and deadlines
  • Highly organized and structured approach to tasks
  • High integrity and reliability
  • Ability to maintain absolute confidentiality with regard to sensitive information
  • Ability to work in a culturally diverse environment

A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and antiracism in your career or that will be made through work at Fred Hutch is requested of all finalists.

Our Commitment to Diversity

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer.  We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected.  We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class.  We are an Affirmative Action employer.  We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to our HR Operations at HRops@fredhutch.org or by calling 206-667-4700.

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