Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Department of Internal Medicine, Institute of Clinical & Translational Sciences.� The position is located at Wohl Hospital.� This position is for the Medical School Campus.
Position specializes in project management for a broad range of activities assisting the ICTS Associate Director - Operations in fulfilling the ICTS mission. Key responsibilities include assisting with the management of events and symposia, the annual NIH progress report, tracking and evaluation activities, and the Clinical and Translational Research Funding Program. Responsibilities support Washington University’s ICTS multi-institution NIH Clinical and Translational Science Award (CTSA).
PRIMARY DUTIES AND RESPONSIBILITIES:
ICTS Administrative Core Function Support/Management
Coordinate annual ICTS Symposium. Serve as the lead for the annual ICTS Symposium, an event drawing >250 attendees. Position handles planning, invitations, logistics, registration, materials, day-of responsibilities (eg, A/V, food, poster session, breakout groups), and follow-up.
Manage operational processes for annual ICTS pilot funding program. Coordinate electronic Notice of Intent submission, reviewer assignments, study sections, and summary statements to applicants. Serve as lead administrative contact for study sections.
Lead planning of annual External Advisory Committee (EAC) meeting. In collaboration with ICTS leadership and team, develop agenda and timeline for annual EAC meetings. Solicit written reports and presentations from function leads. Compile, edit, and finalize meeting materials and presentations. Manage meeting logistics and handle follow-up as needed.
Manage operational aspects of NIH Annual Progress Report. Solicit information from ICTS function leads and compile narrative portions of NIH progress report. Develop timeline and deadlines for APR narratives, monitor deliverables from function leads, coordinate collection and compilation of required sections, and edit submission prior to ICTS leadership review.
Provide general meeting management/support. Assist with development of agendas, scheduling, execution of meetings, and preparation of minutes for function and workgroup meetings, as needed. Position serves as key contact/resource for office technology (e.g. Zoom).
Support Administrative Core initiatives. Develop project management plans and coordinate responsibilities to meet project timelines and deliverables.
Data Tracking and Management
Participate in the collection, sharing, and reporting of ICTS data. Collaborate with the ICTS Evaluation Specialist and Tracking and Evaluation Team to meet ICTS/CTSA evaluation and continuous improvement objectives. Manage the annual collection of data related to member engagement for analysis by the evaluation team.
Provide back-up support for evaluation activities. Assist the ICTS Evaluation Specialist with ongoing activities such as management of the membership system EVAL, annual return-on-investment surveys for funding awards, and maintenance of ICTS related publications.
Maintain tracking documents of activities noted above under Essential Functions and provide status reports as required.
Document processes, develop guidelines, and organize efficient storage and access to data for consistent administrative performance.
Assist with coordination and support of other ICTS/CTSA initiatives, as needed.
Assist ICTS Executive Secretary with logistics for visits from other institutions such as CTSA Hubs or NCATS. Activities may include contacting visitors, coordinating meetings with WUSTL faculty and staff, agenda creation, and compiling presentations.
Equivalent of a Bachelor’s degree in Business Administration or related, with 5 years related experience.
Minimum 5 years of related administrative, business, and project management experience in university/medical environment
Significant experience with spreadsheets, word processing, database, and internet tools
Superior writing, editing, planning, and organizational skills
Previous research and/or grants administration experience highly desired
Analytical and organizational skills
Ability to consistently produce accurate, detail-oriented work
Technical expertise with spreadsheets, word processing, database and internet tools
Excellent interpersonal and verbal/written communication skills
Capacity to establish timelines/deliverables
Ability to function effectively under deadlines and manage multiple priorities
Team player who works closely and supportively with all stakeholders
Ability to work independently, when required
Demonstrated ability and expertise in handling varied aspects of project management
Strong critical thinking and problem solving skills
The hiring range for this position is $47,986 - $61,194 annually.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.