Administrative Assistant

Job Description

Description:

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

Requirements:

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.

Full-time