Administrative Assistant

Department

Administration

Purpose

The  purpose of the Administrative Assistant is to handle the day-to-day task  associated with the initial onboarding of study subjects. The  Administrative Assistant will be the first point of contact to study  subjects and will be responsible for initiating the start of the subject  visit. This position also helps other departments stay organized and  complete tasks that allow them to focus on more advanced  responsibilities. 

Job Responsibilities

The  Administrative Assistant reports to the Site Director. The  Administrative Assistant role and responsibilities include but are not  limited to the ability to do:

• Greet study subjects and make them feel comfortable, both in person and over the phone 
• Copying identification card
• Obtain signatures on essential forms and documents
• Assist in obtaining medical record release including request, receipt, and distribution of records
• Scheduling of new and follow up appointments and performing visit reminder calls
• Filing and archiving including preparing and labeling study files for long term storage
• Paper chart management
• Answers telephone calls in a professional manner and transfer to the appropriate associate, when necessary
• Responsible to collect and verify all participant demographic information and enter data into CTMS
• Prepare  charts for each day by reviewing calendar, locating study participants  charts, updating them with proper paperwork, and organizing them  correctly.
• Works with other departments, as needed, to provide positive participant experiences
• Clean and organize the waiting area
• Manage front office supplies, including dry ice and study subject snacks
• Assist Laboratory Technician with organization and disposal of lab kits and other study supplies
• Receives  and distributes all incoming mail and coordinates outgoing mail,  including courier services, postage meter account, and interoffice mail  distribution
• Arrange study subject transportation per request from Study Team
• Assist with monitoring visits, including preparation of monitoring space and making copies
• Other duties as assigned

 Qualifications

• Self-motivated, highly organized and detail oriented
• At least 3 years of similar experience as an Administrative Assistant in Clinical Research or healthcare setting
• Proficient in operating and managing office equipment
• Excellent telephone skills
• Strong verbal and written communication skills
• Ability work under direction as well as independently
• Excellent computer skills including Microsoft Word, Excel, Microsoft Outlook, and Teams
• Medical Terminology (preferred)

Education

• High school diploma or equivalent required, Associate Degree preferred
• Administrative Assistant training or certification

Physical RequirementsThe  physical demands described here are representative of those that must be  met by an employee to successfully perform the responsibilities of the  job. Reasonable accommodation may be made to enable individuals with  disabilities to perform required job responsibilities.

• Ability to sit, stand, walk, reach with hands and arms, and use hands along with fingers, to handle or feel.
• Ability to lift and/or move up to 25 pounds.