Job Description

Provides comprehensive administrative support to the Principal Investigator (PI) and grant staff, with a focus on facilitating the efficient operation of various projects. Key responsibilities include managing daily editorial and administrative tasks such as editing manuscripts, scheduling meetings, coordinating phone conferences, handling communications, conducting library and Internet searches, and organizing files. Works closely with the PIs and project teams, maintaining a high level of organization and communication.

Independently prioritizes and manages tasks with minimal supervision, while exercising sound judgment and discretion in handling sensitive information. Assists the PI in preparing grant submissions, research papers, presentations, and other project-related materials. Performs confidential secretarial and clerical duties, applying knowledge of office practices, procedures, and various citation styles (e.g., APA, American Medical Association, Chicago Style, Harvard, JAMA) to ensure accurate editing of research documents.

Essential Duties and Responsibilities

• Assists Principal Investigators and Co-Investigators (PIs and Co-Is) in the preparation, editing, and organization of grant proposal materials, academic journal articles, and reports.
• Assists PI and other project staff with the development/design/creation of assessment materials, grant applications, journal articles, conference presentations, certificates, newsletters, brochures, and other standard reports using Microsoft Word/PowerPoint/Excel, Adobe Acrobat, Cayuse, and other software as needed.
• Uses APA style and other journal-specific styles (e.g., American Medical Association, Chicago Style, Harvard System, JAMA) when editing manuscripts for preparation.
• Prepares manuscripts for submission. Prepares and double checks reference sections. Requests permission from publishers for use of figures etc.
• Edits manuscripts and other documents for style and grammar.
• Maintains updates to vita and bio-sketch materials for PIs and Co-Is, and uploads publications to appropriate OSLC/ODI network and internet locations (e.g., PubMed, ERIC).
• Manages reference library using EndNote.
• Tracks reference library used by PIs and Co-Is using Endnote or other reference-tracking software.
• Conducts project library/Internet research as needed.
• Tracks manuscript status and correspondence and keeps files updated associated with PIs projects.
• Organizes and maintains multiple filing systems.
• Keeps knowledge/training current regarding the changing rules and technologies (word processing and academic formatting) related to position tasks.
• Arranges meetings at OSLC, and arranges conference trips for PI and scientists, including filing expenses, and helps keep schedule of PI as requested.
• Attends meetings and takes minutes as requested. Circulates minutes and agendas for meetings as requested.

Other Duties and Responsibilities

• May assist PIs and Co-Is with correspondence and letters.
• Other project related tasks as needed.

Behavioral Competencies

• Excellent interpersonal skills and service-oriented attitude.
• Must attend to a high level of detail.
• Must work collaboratively in a team environment, requiring participatory decision-making/cooperative interactions among employees.
• Must maintain high level of motivation and self-directed focus; show initiative in task completion.
• Must work independently.
• Requires a significant level of interpretive judgment; makes independent decisions or chooses between existing methods and procedures. Supervisor is available as needed.
• May be responsible for own work only, may lead the work of others, or may provide training for employees performing work of a similar nature.
• Must have excellent skills prioritizing tasks and balance work requests from cross-project sources.
• Flexibility is required regarding work schedule and hours, with availability during the standard work week and occasional evenings or weekends during grant submission and other peak deadline periods.
• Must complete work effectively on the timelines of the projects.
• Enjoys learning new tasks and acquiring new skills.

Qualifications and Experience

• BA/BS degree with coursework appropriate to the position and 3-years related experience or equivalent combination of training and experience appropriate to the position.
• Strong skills regarding English grammar
• Competency with APA style guidelines. Advanced skill with Microsoft Word, Power Point, and Adobe.
• Strong editing skills, both for content and format.
• Experience editing technical and/or academic documents.
• Competency in Endnote or other reference-tracking software preferred.
• Experience in submitting federal grant proposals preferred.

Physical, Mental, and Visual Demands

• Must take minutes at meetings which would require active listening.
• Must type or otherwise input data into a PC.
• Must visually observe and edit documents accurately.
• Must interpret spoken or written communication.
• May need to lift and carry project documents/material (10–30 pounds on an occasional basis).
• May need to kneel on occasion to operate some of the equipment, tools, and machines relevant to position tasks.
• May need to sit for periods of time (2-6 hours).
• Must operate a computer and telephone.

Equipment, tools, machines used while performing job

• Personal computer, telephone, copiers, printers, server, virtual platforms, and network devices.

Vehicles or moving equipment used while performing the job

• NA

Standards/Expectations for person performing the job

• After completion of training period you will be required to keep up with the average time allowed for the various duties. These standards will be discussed during the training period.

Supervision Workers, if any, person performing the job will supervise

• NA

Working Conditions

• Office Environment

This job description covers some, but not necessarily all, tasks, requirements, working conditions, and physical demands of the position described. It is difficult if not impossible to anticipate and describe every aspect of a particular job over the duration of that job. Oregon Social Learning Center reserves the right to revise this job description or assign additional or different duties and responsibilities to the person performing this job as it deems necessary to ensure efficient operation of the center.

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