Experienced Full-time Remote Administrative Assistant – Grant Support, Office Operations, and Team Coordination for a Prestigious NCI Designated Cancer Center

About Workwarp and the Opportunity

At Workwarp, we are a nationally recognized NCI Designated Cancer Center, part of a Pac-12 school with a reputation for excellence in research and education. Our team is dedicated to advancing cancer research and providing top-notch care to our patients. We are now seeking an experienced and highly skilled Remote Administrative Assistant to join our team and support our researchers in their critical work.

Job Highlights:

• Start Date: Immediate openings available
• Position: Remote Administrative Assistant / Full-time
• Company: Workwarp
• Location: Remote (United States)
• Compensation: A competitive salary

About the Role

As a Remote Administrative Assistant, you will play a vital role in supporting our researchers and teams in their daily operations. You will be responsible for providing complex administrative support, including grant pre- and post-award support, accounting and human resources functions, travel planning, event coordination, and negotiation of systems. This is a hybrid role, with a current expectation of working in the office 3 days a week and remotely 2 days, although this may change based on departmental needs.

Key Responsibilities:

• Handles administrative and office needs for the Research Informatics Shared Resource, a team of 32 FTEs that provides software engineering and database management for the institutes research programs and investigators.
• Provides a high-level of administrative support to the Director.
• Assists with preparation of progress reports to senior management.
• Contributes to software development team effort by accomplishing related tasks as needed.
• Serves as liaison to the Legal Department for Visa and H1B processing for foreign employees.
• Serves as liaison to the HR and Research Administration departments.
• Ensures division staff completes HIPAA and other training.
• Ensures all staff time cards are accurate and approved each pay period.
• Assists with general group/lab support, which may include scheduling, purchasing, hiring, travel, CV maintenance, shipping, and other requests as needed.
• Assists the faculty in applying for grants, including updating/collecting Biosketches, Other Support pages, and Letters of Support.
• Assists faculty and grant management specialists in grant oversight by reviewing expenditures, updating distributions, and following up on additional action items.
• Assists with the development of department/lab budgets, annually and for each grant application/funded award.
• Reviews financial accounts on a monthly basis to ensure accuracy. Maintains complex salary distributions for faculty and their lab members.
• Assists with the implementation of department, policies, and procedures.
• Provides administrative support to upper-level department management by scheduling appointments, coordinating meetings and conferences, and maintaining and ordering office supplies.

Desirable Skills and Qualifications:

We are looking for a highly organized and detail-oriented individual with excellent communication skills, the ability to balance priorities, and ensure follow-through with a diverse set of responsibilities. The ideal candidate will have:

• A strong organizational capacity.
• Excellent communication skills.
• The ability to balance priorities and ensure follow-through with a diverse set of responsibilities.
• At least 3 years of full-time secretarial experience.
• An Associate degree in business or equivalency (2 years related work experience may be substituted for 1 year of education).
• Demonstrated human relations and effective written and verbal communication skills.
• Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

Work Environment and Level of Frequency:

This is a remote role with a current expectation of working in the office 3 days a week and remotely 2 days. The work environment is typically office-based, with nearly continuous sitting, hearing, listening, and talking. The physical requirements include nearly continuous sitting, with occasional repetitive hand motion (such as typing), walking, bending, and reaching overhead.

Career Growth Opportunities and Learning Benefits:

As a Remote Administrative Assistant at Workwarp, you will have the opportunity to gain experience and training that can translate into a long-term administrative career with the center. We offer a competitive salary, a dynamic work environment, and a range of benefits, including:

• A competitive salary.
• A dynamic work environment.
• Opportunities for career growth and professional development.
• A range of benefits, including health insurance, retirement plans, and paid time off.

How to Apply:

If you believe you have what it takes to succeed in this role, we encourage you to submit your application without delay. Please visit our website to learn more about the position and to apply.

Join Our Team:

We are a dynamic and innovative organization, committed to advancing cancer research and providing top-notch care to our patients. If you are a motivated and talented individual who is passionate about making a difference, we encourage you to join our team.