Administrative Operations Manager
Alliance for Clinical Trials in Oncology Chicago Office
2010050 BSD - CALGB
About the Unit
The Alliance for Clinical Trials in Oncology (Alliance) is a National Cancer Institute (NCI) sponsored research organization with over 100 member networks (over 1200 research sites). The Alliance for Clinical Trials in Oncology at the University of Chicago serves as the office for scientific protocol, administrative, regulatory and pharmaceutical affairs operations of the Alliance.
The Administrative Operations Manager manages administrative operations, communications, human resources and office management activities. Supervises administrative staff. Leads development of standard operating procedures, in conjunction with other Alliance managers.
- Manage operations teams (communications, training, reporting, project management, general administration), including day-to-day operations, as assigned by the Chief Administrative Officer (CAO)
- Oversee project development and implementation of initiatives. In addition to supervising administrative and HR assistant, may supervise data analyst/report writer, communications, training and project management staff, as appropriate
- Ensure staff manage and prioritize workload; meet goals and deadlines; and resolve issues in a timely and efficient manner. See administrative staff supervision for additional details on general staff management expectations
- Oversee development of Alliance policies and standard operating procedures. Manage collaborative and integrative efforts between Alliance units, National Cancer Institute (NCI), and other health or regulatory agencies
- Plan and implement all support services provided within Alliance Chicago Office, in consultation with the CAO and senior managers. These support services include, but are not limited to: office management, scheduling, managing all forms of communication (mail, telephones, written and electronic correspondence, etc.), travel, materials preparation, mail delivery, facsimile, reception
- Serve as liaison to vendors and University of Chicago representatives regarding office equipment. Review office equipment service contracts, ensure cost effective use of office resources and manage related budgets, in conjunction with Finance staff
- Serve as liaison to building management. Ensure that all documentation required, e.g., Certificate of Insurance, is maintained. Review and approve service, maintenance, supplies and office equipment work requisitions. Educate Chicago Office personnel regarding building security and safety procedures. Coordinate space/office assignments for employees.
- Coordinate staff training program
- Coordinate staff meetings and other staff functions
- Coordinate information system and technology services; ensure functionality of telecommunications/information systems for the Alliance office. Maintain and update Alliance Chicago Office SOP/ Manual
Human Resource Administration/Management
- Manage the staff employee hiring process for the department, including preparation of job descriptions, job requisitions, personnel data, accruals and university and departmental orientation of new employees
- Coordinate system access for staff
- Serve as departmental liaison to University of Chicago and BSD Human Resources regarding labor relations issues (in conjunction with managers), job postings, job classifications, employee benefits, payroll, leave administration, employee departures, policies and procedures
- Maintain all human resource files and maintains vacation and accrual records. Attend the University/HR meetings and advise the CAO and other managers of changes in human resources policies and procedures. Supervise other department HR partners
Administrative Staff Supervision
- Supervise and train the administrative support staff in their duties supporting the Alliance Chicago Office and the Alliance members
- Assign, prioritize and review the work of administrative staff. Monitor workload and evaluate performance
- Evaluate workflow and implement processes for improving overall office efficiency and productivity
- Provide or arrange coverage for administrative staff absences. Coordinate materials preparation and staff support for Alliance Group meetings and other adhoc meetings.
- Determine resource requirements, compose job descriptions, oversee interviewing and hiring, perform merit reviews and corrective actions up to and including termination, and provide ongoing supervision, guidance and training as needed
- Familiarity with general business practices
- Commitment to providing a high level of service and working in a team environment
- High degree of professionalism
- Attention to detail
- Ability to handle confidential information with utmost discretion
- Excellent interpersonal, oral and written interpersonal skills
- Ability to handle multiple tasks simultaneously and under tight deadlines
- Strong analytical and organizational skills
- Proficient in Microsoft Word, Excel, Adobe Acrobat, and PowerPoint.
Education and Experience:
- Bachelor's degree and minimum three years relevant and progressively responsible experience required
- Supervisory experience required.
- Health care or clinical research experience preferred.
- Cover Letter
- Reference Contact Information
Depends on Qualification
Scheduled Weekly Hours
Job is Exempt?
Drug Test Required?
Does this position require incumbent to operate a vehicle on the job?
Health Screen Required?
Background Check Required?
Remove from Posting On or Before
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