Clinical Administrative Assistant Avanir Pharmaceuticals
Provide administrative support to the Executive Director of Clinical Research.
Calendar Management: Manage calendars, advise others on colleagues availability for meetings. Arrange WebEx and teleconference calls via Lotus Notes. Arrange for catering or luncheons.
Invoice processing: Process invoice transactions for Oncology: track invoices; obtain approval; submit for payment; monitor overdue invoices and track status of approval and payments. Contact vendors regularly to resolve any discrepancies or problems. Answer all vendor inquiries. Advise supervisor of any invoice errors or non-compliance issues. Scan copies of invoices, correspondence, and checks for filing.
Contract approval: Coordinate with Legal, Finance, and the Oncology Study teams to establish Master Service Agreements (MSAs) and Statements of Work (SOWs) for independent vendors and consultants. Procure federal ID numbers for each vendor; generate a company vendor ID number, PO number, and SRM shopping cart. Generate bid deviation forms when necessary. Maintain binders and electronic files with contracts and bids.
Travel coordinator: Research travel options via Expedia to finalize arrangements (i.e. car service, train/air/hotel). If conference/seminar-related, register for conference and book all logistics via conference website.
Expense Report Submission: Process travel and entertainment expense reimbursements using ADP Concur. Reconcile purchasing cards on a monthly basis.
Perform other administrative tasks as appropriate.
Miscellaneous: Print, copy, and scan documents. Obtain articles and e-journals for staff using Information Express, PubMed, and other websites.
Two-year degree in Business, Finance, Economics, English, or other relevant field.
5 + years of Administrative Assistant exp in Clinical Research
General knowledge of accounting and invoice processing within an automated financial system. SRM/SAP purchasing/invoice processing experience a plus.
Strong computer proficiency including MS Word, Excel, and MS Project.
Comfortable using electronic databases and researching online.
Ability to work independently and to prioritize workload and shift work activities in order to meet business needs and department goals.
||101 Enterprise |
Aliso Viejo, CA 92656