Administrative Assistant

Job Title:  Administrative Assistant (AA)

Department: Clinical Research

Summary

The role of the Administrative Assistant is to support the CEO and the Project Management team in a well-organized and highly efficient manner. This is a full-time office-based position, working in a research clinic. The AA will be responsible for greeting patients, sponsors, and vendors, performing administrative duties, maintaining the overall cleanliness of the facility, and ensuring the patients receive the highest quality care services for their concerns and needs. The Administrative Assistant is responsible for assisting the clinical research teams in ensuring the most effective and efficient conduct of clinical research studies by providing administrative and project tracking support.

To be successful in this role, the AA should be able to recognize logistical problems, and initiate appropriate solutions. Ideal candidates will be detail-oriented, have the ability to multitask and be able to collaborate with various role players. The AA must be able to work independently, be a team player, and proactively solve problems.

Qualifications

• Preferable Associates Degree or higher
• Mandatory High School Diploma
• Previous Administrative experience highly preferred
• Must be physically capable of performing light janitorial duties
• Proficient Knowledge of Computer Skills: Microsoft Office Suite, including Word PowerPoint, Excel
• Excellent time management and social skills
• Highly motivated with a phenomenal eye for detail
• Ability to build rapport with clients
• Hospitality skills
• Positive attitude and professional demeanor 
• Must be Proactive 
• Accuracy, attention to detail and ability to set priorities and meet deadlines
• Must have a keen eye for cleanliness and detail while adhering to all safety and health standards

Work Environment

• This is a full-time position
• Employees are expected to work 8 hours a day
• Expected in the office 8:00 AM
• This is an office-based position
• Willing to wear Personal Protective Equipment (PPE) as required when working in clinic
• Employee must be vaccinated for COVID-19
• Business Attire or Scrubs

Duties and Responsibilities

• Greeting patients, sponsors, and vendors upon arrival and directing them to appropriate offices.
• Answering a 4-line phone system and directing calls as required
• Receive and answer telephone calls with proper conduct and etiquette
• Provide general administrative support to the Clinical Operations Department and assistance to Clinical Trial
• To assist the Clinical Operations teams in the completion of all required tasks to meet departmental and project goals - Manager (CTM) and Project Director
• May Provide support to the Project Manager and project team with Investigator Meeting coordination, agenda preparation, and generate meeting minute
• Observe HIPAA for the protection of patient privacy
• Assist patients with their needs and/or personal needs
• Processing and shipping of lab specimens
• Oversee specimen collection, storage, and shipment
• Inventory supplies and reorder as necessary
• Must perform light janitorial duties
• Must maintain a high level of cleanliness throughout designated areas while adhering to all safety and health standards, including but not limited to maintaining all areas of the clinic as needed
• Will support staff to ensure all equipment is clean and in working condition at all times
• Assisting project team with administrative tasks such as word processing, photocopying, mailing, faxing, ordering supplies, and organizing travel
• Supports the research team by: creating/maintaining accurate files; copying, scanning, uploading, faxing and emailing documents as necessary; and being proactive in process improvement ideas.
• Must acquire ICH-GCP knowledge and training as part of onboarding and on an ongoing basis throughout employment
• May assist in coordinating preparation of regulatory documents, receipt, or distribution of study supplies
• May be involved in tracking patient enrollment and site visits
• May maintain the patient databases
• Any other administrative tasks as delegated