Administrative Assistant Position @ Institute for Medical Research at the Durham VA Health Care System

Institute for Medical Research at the Durham VA Health Care System

Administrative Assistant

PI: Dr. Stephen Freedland

The Institute for Medical Research (IMR), an affiliate of the Durham VA Health Care System (DVAHCS), is looking for a full-time Administrative Assistant to offer administrative support in the offices of Principal Investigator, Dr. Stephen Freedland, and his associates at his urology and oncology research lab. The Administrative Assistant works under the direction of the Administrative Manager.

Location:  This position is in-office. This position is located in Durham, North Carolina and candidates must be willing to relocate prior to start date.

Duties and Responsibilities:

Office management support:

  • Receive office supplies, clinical/lab supplies, equipment, and furniture
  • Prepare office for meetings and investigator visits
  • Coordinate conference-related activities including staff registration, transportation, travel insurance, and poster printing
  • Update wall calendars and cleaning schedules
  • Under the direction of the Training and Office Systems Manager support the office expansion as team grows, working closely with IMR and building management

Support staff hiring, onboarding and exit procedures

  • Coordinate and schedule phone screens and team interviews with candidates
  • Compile interview materials in preparation for interviews
  • Supports the compiling and presentation of candidate feedback for making final hiring decisions
  • Assist with onboarding tasks and preparation of materials, as assigned
  • Coordinate exit procedures when staff leave the group

Perform study-specific research tasks

  • Mail office, laboratory, and other study-related documents
  • Support, investigate, and pursue access to resources needed for conducting research
  • Assist with lab specific tasks such lab organization

Provide assistance to management staff

  • Book work-related travel, travel insurance, and assist with travel reimbursements
  • Order and pick up supplies during standard business hours
  • Make reservations for work-related meetings and meals
  • Drop off and pick up various business-related items as needed
  • Manage correspondence and recognition program for staff and collaborators
  • Maintain and organize various records and documents
  • Attend meetings, record minutes, and distribute minutes

General office upkeep:

  • Resolve equipment and office maintenance issues
  • Maintain key legends
  • Create and maintain physical and electronic staff folders
  • Organize and maintain computer equipment
  • Respond to staff questions

Requires an organized, task oriented, deadline-sensitive individual with an Associate's degree, or equivalent education and a minimum 3-5 years of relevant experience.

Additional Requirements:

  • Candidates must be able to deal diplomatically and professionally with administration, faculty, clinical and lab personnel, and subjects.
  • Demonstrated leadership, professional initiative, teamwork abilities, strong interpersonal relationship skills, excellent written and oral skills, Windows, Microsoft Word, Excel, Outlook, Access, editing, and proper telephone etiquette skills are required for this position.
  • Strong calendar management skills are required.
  • Prior office work or management experience strongly preferred.
  • Prior experience with FDA regulations, and HIPAA considerations are welcomed but not mandatory.

Physical Requirements: The physical requirements and activities that are required to perform the essential functions of the position include, but may not be limited to, as follows:  Must be able to occasionally lift, pull and push a minimum of 25 pounds, stand for extended periods of time, sit for extended periods of time, squat, kneel, and stoop, regularly use fingers, hands for computer work.

Supervisory Controls: The position of Administrative Assistant is under the direct supervisor of the Training and Office Systems Manager or designee.

The prior statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Rate of Pay: $18.00-$25.00 per hour

  • Rate of pay will be commensurate with experience level. 

Status:  Non-Exempt

Start Date:  Expected start date will be 4- 6 weeks after the offer but is somewhat flexible and contingent upon completion and approval of VA paperwork.

Employee Benefits: IMR offers a competitive benefits package which includes health, dental, vision, short and long term disability insurance. IMR offers a matching 403b retirement savings plan, and paid holiday, vacation, and sick leave. Please visit for information about employee benefits.

All IMR employees are required to obtain a Workers Without Compensation (WOC) appointment at the Durham VA Health Care System (DVAHCS).  As a result, the successful candidate must undergo a federal background check and may be subject to a physical and drug test. Participation in the vaccination programs may be required for all Department of Veterans Affairs Health Care Workers Without Compensation (WOC) appointments. We will not sponsor applicants for work visas.  

Equal Opportunity Employer, including disabled persons and Veterans.

Click here to apply to this position and others directly on the Institute for Medical Research Careers Page

  • Paid job
  • Professional development
  • Academic year
  • Post-graduation