Administrative Assistant

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.
• Providing general administrative support to the Clinical Operations Department and assistance to Clinical Trials.
• 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 generating meeting minutes.
• Observe HIPAA for the protection of patient privacy.
• Aid 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.
• Perform light janitorial duties.
• 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.
• Support staff to ensure all equipment is clean and in working condition at all times.
• Assist 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.

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