10% -Coordinates and performs backup administrative support for other divisions/faculty in the absence of their administrative team members as requested.

• Coordinate a backup process for other administrative team members to use in case of planned and unplanned absences
• Provide backup administrative coverage for team members when they are on leave.
• Provide specific backup to the administrative team lead, including schedules.
• Assist and provide backup for the educational support team in cases when they have technical issues with lectures or in the absence of team members Coordinate and perform backup administrative support for other divisions/faculty in the absence of their support team members as requested. 
• Makes recommendations to department administrators relative to procedural improvements in office operations. Proactive in seeking solutions and improvements to the overall operations of assigned divisions and departments.

5% Coordinate all communication for assigned divisions and faculty.

• Screen incoming calls from faculty phones. Triage all calls from a variety of sources, including those related to patient care, e.g., patients, families, and agencies, in a professional and timely manner.
• Triage hardcopy and electronic correspondence and deliver to faculty.
• Compose letters, emails, memos, faxes, and mailing projects.
• Write and present information in an organized manner easily understood by the audience.
• Execute both written and oral instructions with minimal guidance.
• Produce original correspondence that is concise, relevant, and grammatically correct.
• Communicate and provide important information to faculty weekly to assist with their meeting deadlines such as completing mandatory training, adequate number of CMEs, logging in for attendance at conferences, etc.

5.0% General Duties

·         Perform special projects and/or additional assignments.

Research Administrative Responsibilities

5% Maintain accurate and organized records of the required documents for radiology research personnel and studies.

• Assist with obtaining CVs from research personnel and faculty.
• Maintain both electronic and hard-copy versions of research personnel CVs and professional licensure (MD, RN, PA-C, etc.).
• Ensure CVs and bio-sketches are updated and in compliance with departmental and study guidelines.
• Maintain research personnel CITI training certifications master spreadsheet.
• Ensure all research personnel have complied with the completion of CITI training certifications.

10.0% - Assist with coordination of communications.

• Prepare meeting agendas for regularly scheduled meetings with the research team.
• Document, type, and distribute all meeting minutes from regularly scheduled meetings with the research team.
• Write and present information in an organized manner.
• Execute both written and oral instructions with minimal guidance. Produce original correspondence that is concise, relevant, and grammatically correct.
• Coordinate long-term storage of closed studies, as needed.

5% -In collaboration with the Department HR Manager, assist with facilitation of onboarding, processing, and management of Departmental Visiting Observers/Scholars Program and Siemens certificate courses.

• Schedule/coordinate meetings for EV candidates
• Gather data and prepare materials/documentation for J-1 Visa
• Provide professional and accurate communication with EV candidates regarding the J-1 Visa process.
• Prepare compliance and status reports as needed.