Administrative Assistant

Job Description: Administrative Assistant Clinical Research Facility

Position Title: Administrative AssistantLocation:Flint MI

Job Summary:

We are looking for a highly organized and motivated Administrative Assistant to support the daily operations of a clinical research facility. This role will involve a combination of administrative duties coordination of communication management of schedules and supporting research teams in executing clinical trials. The ideal candidate will have excellent organizational skills attention to detail and a strong desire to contribute to the success of clinical research initiatives.

Key Responsibilities:

• Administrative Support:

  • Provide general administrative support to the clinical research team including scheduling meetings coordinating calendars and organizing communications.

  • Assist with document preparation including research protocols study reports meeting minutes and other administrative documents.

  • Handle incoming phone calls emails and inquiries from study participants research staff and external stakeholders.

• Scheduling and Coordination:

  • Schedule and coordinate appointments meetings and study visits for the research team ensuring timely attendance and coordination with all involved parties.

  • Maintain an updated and organized study calendar including site visits patient appointments and investigator meetings.

  • Manage travel arrangements including booking flights hotels and transportation for the research team.

• Document Management:

  • Maintain and organize study files patient records and regulatory documentation in both digital and physical formats.

  • Assist in the preparation submission and tracking of Institutional Review Board (IRB) applications amendments and continuing review submissions.

  • Ensure that all study documents are properly filed archived and easily accessible for audits or inspections.

• Data Entry and Tracking:

  • Enter and update studyrelated data into various databases and software systems.

  • Track study milestones deadlines and key deliverables to ensure that all project timelines are met.

  • Assist with the preparation of progress reports and study updates for internal stakeholders or sponsors.

• Communication:

  • Act as a liaison between the research team study participants and external partners ensuring effective communication and timely followup.

  • Coordinate the distribution of studyrelated materials including patient forms informed consent documents and educational materials.

• Procurement and Inventory Management:

  • Manage office supplies and inventory related to clinical trials (e.g. study materials medical supplies).

  • Assist with ordering and tracking supplies ensuring that all necessary materials are available when needed.

• Compliance and Record Keeping:

  • Ensure that all activities follow institutional and regulatory guidelines (e.g. HIPAA ICHGCP FDA).

  • Help maintain compliance with research protocols and ensure that study documentation is accurate and uptodate.

• Support Clinical Research Team:

  • Provide clerical and administrative support to clinical investigators research coordinators and other team members as needed.

  • Help with the preparation of research study presentations reports and documents for internal meetings or external sponsors.

Qualifications:

• Education:

  • High school diploma or equivalent required. Associates degree or higher in administrative support business healthcare or a related field preferred.

• Experience:

  • Minimum of 12 years of experience in an administrative role preferably in a healthcare or clinical research setting.

  • Familiarity with clinical research processes and terminology is a plus.

• Skills:

  • Strong organizational skills and ability to manage multiple tasks in a fastpaced environment.

  • Excellent communication skills both written and verbal.

  • Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and experience with database management or electronic health record (EHR) systems.

  • Attention to detail and strong problemsolving abilities.

  • Ability to maintain confidentiality and manage sensitive information with discretion.

• Other:

  • Strong timemanagement skills and ability to prioritize tasks effectively.

  • Ability to work independently and collaborate with a diverse team.

  • Willingness to adapt to changing work environments and tasks as needed.