The Administrative Assistant provides support for the Director of Clinical Research, the Clinical Research Regulatory Specialist and the Clinical Research Financial Specialist. The Administrative Assistant [1] maintains the calendar and appointments as needed [2] other administrative duties as needed [3] reports to the Director of Clinical Research, [4] assists the Regulatory Specialist with tracking and submission to Institutional Review Boards (IRBs), [5] assists the Financial Specialist in tracking research patient procedures and account adjudication, and [6] maintains a working knowledge of departmental standard operating procedures.

Administrative Support:

• Provide administrative support for the Director as needed, including, but not limited to, answering incoming phone calls, maintaining calendars, scheduling meetings, assisting in correspondence, taking minutes at meetings, and maintaining records and files.
• Provides administrative support for potential new candidate interviews and schedules
• Assists in the onboarding of new employees (ie. Orientation, computer, and phone access, etc.)
• Proficient at applicable Hoag IT systems to assist department (Pathlore, Purchasing, Hoag University)
• Prepares purchase order requests for approval for required supplies and payments requested
• Employs typing, and computer software skills to assist in the completion of correspondence, presentations and special projects needed by the Director of Clinical Research as well as Regulatory and Financial Specialists o Interfaces with other hospital departments regarding scheduling meetings in a professional manner, i.e., patient relations, personnel, payroll.

Assist Regulatory Specialist with:

• Review of Confidential Disclosure Agreements
• Review and Complete New Study Checklists and collect pertinent information (CV, med license, etc.)
• Pre-populate and obtain signatures for required Regulatory Documents (Financial Disclosures, Sub-Investigator Agreements, Department Approvals),
• Track IRB Renewals, sends reminders, assist with Continuing IRB reviews
• Maintain current research study list

Assist Financial Specialist with:

• Obtain signature’s for Budgets, MCA’s and Professional Service Agreements

Become Proficient with Forte Allegro Data Management System such as: 

• Add new patient information
• Maintain Vendor information
• Maintain Staff Information
• Request all checks per invoiced amounts from appropriate GL accounts in the automated Hoag system
• Demonstrates ability to organize and prioritize duties
• Scan and file documents into the appropriate shared drive files
• Maintain accurate knowledge of equipment status. Notifies appropriate vendor for office machine upkeep and service
• Promotes a positive attitude of cooperation and teamwork
• Manages work time efficiently and minimizes the need for authorized overtime
• Maintains clean, well-organized and properly stocked work areas
• Accommodates changes in workload within the department
• Demonstrates flexibility in accepting schedule and work assignments
• Keeps supervisor informed when problems may interfere with work being completed on time
• Uses initiative to resolve problems with appropriate action and follow-through
• Participates in the training of new employees and offers guidance, assistance, and direction to less experienced personnel
• Responds appropriately to inquiries and complaints
• Perform other duties as assigned.

Education, Training, and Experience

Required:

• High school diploma or equivalent
• Previous experience working in an office environment.
• Excellent organizational skills and ability to follow instructions
• Knowledgeable in Medical terminology.
• Proficient in Computer skills

Preferred:

• AA degree or equivalent.
• Knowledgeable in Medical terminology.
• Comfortable in a hospital setting, interacting with research coordinators, physicians, and other hospital staff as needed.
• Knowledge of clinical research federal guidelines.
• Experience in hospital patient billing

Skills or Other Qualifications

Required:

Preferred:

• N/A

License and Certifications

Required:

• None Required

Preferred:

• None Required