Position title: Administrative and Communication Officer

Line Manager

President of INCiPiT Consortium

 

Principal Accountabilities

To provide support to the general activities handled by the INCiPiT Coordinating Center Team, in terms of:

• Ordinary administrative management of the Consortium such as but not limited to:
• management of the calendar of appointments and conference calls; Answering the phone and filtering the calls;
• Managing office supplies and related vendors; Tracking reimbursements – collecting documentation and relevant forms; Communications maintenance, tracking and filtering, including monitoring the general email address;
• Mailing of documentation to third parties;
• Organisation of meetings and travels;
• Administrative support to the Coordination Team; Maintenance of Consortium’s files

 

• Support in the management of relations with INCIPIT Consortium partners
• Financial support and tracking (such as but not limited to: invoicing, finalization of Work Orders, ad hoc contracts, tracking of the administrative activities of the Consortium involved in the European project/studies, financial and technical projects reporting)
• Support to the periodical communications with legal, accounting and privacy consultants
• Tracking of the agendas of pre-defined meetings/commitments and organization of ad hoc meetings, as per specific Team involvement
• Preparing, handling and distribution of relevant documentation (e.g. minutes, presentations and reports and– in Word, Power Point and Excel) and writing the minutes for different types of meetings
• Distribution of materials to Operative Teams, Study Teams and or Scientific Teams
• Support the activities of INCiPiT, including Working Groups, as requested
• Support the interactions with local INCiPiT referees, also to retrieve specific information.
• Administrative and finance databases management and updating
• Participation in INCIPIT National Hub activities in the framework of the European projects
• Support for organisational and legal aspects of clinical trials and research projects in which the Consortium is involved.
• Manage internal and external communication, ensuring consistency in messaging across all platforms (website, social media, newsletters, etc.).
• Collaborate closely with scientific teams, study teams, and operational teams to facilitate clear communication throughout the consortium.
• Support the organization and promotion of events

Professional Background and Experience

• University Degree
• Minimum of two (II) years of administrative experience (or equivalent training)
• Preferred: experience in science/health-related organisations

 

Technical Competencies

 

• Knowledge of accounting and invoicing systems and processes
• Very good Knowledge of the main Office software (Word, Excel, Power Point, etc.)
• Desirable: Experience in the fields of scientific research and clinical trial management

 

General Competencies

• Professional knowledge of English, both spoken and written
• Very good organizational skills, ability to manage multiple tasks and meticulous attention to detail
• Very good time management skills
• Very good communication skills
• Advanced ability and attitude on team working ad in particular good capability to work in a matrix environment

Salary and Location      

To be discussed during the interview. Benchmarking with the present position as defined in academic organizations is proposed.

 

Position office based in Rome with possibility of smart working