Delaware Clinical Research Unit Administrative Assistant

ESSENTIAL FUNCTIONS / JOB DUTIES

Clinic Operations- 50%

• The Delaware Clinical Research Unit (DCRU) administrative assistant serves as the first point of contact for study participants, visitors and researchers.
• Ensure consistent coverage for the DCRU reception desk during business hours.
• Greet research participants and staff, and create a welcoming and professional atmosphere at the Delaware Clinical Research Unit (DCRU).
• Notify study coordinators and DCRU research staff when visitors have arrived.
• Support the daily workflow for DCRU research staff.
• Communicate effectively with DCRU staff, study coordinators, researchers, visitors and study participants.
• Assist in parking arrangements for study participants and contract holders.
• In collaboration with the 717 Clinic Coordinator review and approve incoming clinical studies through the CTR portal.
• Maintain adequate stock of PPE, cleaning supplies, and other lab / medical supplies based off of the general needs for studies.
• Monitor equipment and coordinate yearly maintenance and certifications as well as one-off repairs.
• Clean and organize study rooms, supply room, reception area, processing lab and break rooms.
• In collaboration with the 717 Clinic Coordinator work with facilities management to maintain facility uptime by identifying and placing work orders for the clinic.
• Coordinate weekly deliveries of linens and dry ice for the lab. Monitor amounts delivered and adjust appropriately according to the shifts in demand / study volume.

Administrative & Logistics-50%

• Schedule subject visits in the scheduling system.
• Provide scheduling system training to study staff as needed.
• Answer and triage phone calls & emails.
• Create and administer clinic disruption messaging to ensure limited disturbance and to advocate on behalf of the research community and DCRU users.
• Assist in the collection of subject satisfaction data.
• Use web-based scheduling system to print daily parking passes for study participants.
• Receive mail, deliveries and courier pick-ups for the DCRU
• Schedule meetings and obtain rooms as requested.
• Update and maintain accuracy of visits in the scheduling system.
• Attend and participate in staff meetings, subcommittees, focus groups and trainings.
• Enter research data into electronic databases.
• In collaboration with the 717 Clinic Coordinator, maintain financial integrity by analyzing invoices for accuracy and work with portal admins to reconcile any financial discrepancies.
• Perform semi-annual audits of studies in the portal to ensure accurate records of current studies.
• Perform special projects as requested.
• Perform miscellaneous administrative duties and projects for the 717 Clinic Coordinator & RFSS team.

JOB EXPECTATIONS

• Demonstrate a high level of professionalism.
• Provide excellent customer service.
• Identify projects that need to be completed during down time.
• Adhere to RFSS dress code for clinical setting.
• Maintain and update CTR scheduling system for assigned worksite.
• Demonstrate commitment to a Quality Culture and Continuous Improvement.
• Regular attendance is an essential qualification for this position
• This position may be designated as essential

The employer reserves the right to change or assign other duties to this position.

REQUIRED QUALIFICATIONS

• High School Diploma / GED AND one (1) year of related office and administrative experience
• Experience with Microsoft Office software and electronic calendars
• Strong customer service skills
• Experience with electronic calendars

PREFERRED QUALIFICATIONS

• Experience with data entry
• Experience prioritizing between competing deadlines, tasks, and projects
• Experience scheduling patient visits
• Experience in a clinical research setting
• Experience in a health care setting

Successful completion of a background check is required for this position