Clinical Research Administrative Assistant Gerontology

JOB SUMMARY

The Clinical Research Administrative Assistant will play a crucial role in supporting the Alzheimers Disease Research Center (ADRC) providing administrative and operational support to both the Administrative Core and the Clinical Core. This position will be split with 25 of the time dedicated to assisting the Administrative Core and 75 to supporting the Clinical Core. The individual will work closely with both teams to ensure smooth daytoday operations. This role requires a detailoriented and proactive individual who can efficiently manage multiple tasks coordinate meetings maintain documentation and assist with regulatory and financial compliance in clinical research.

EDUCATION/EXPERIENCE

Two years experience in a research setting. Associates degree required.

ESSENTIAL FUNCTIONS

Administrative Core Support 25 Time Allocation)

1. Maintain and update faculty and staff communication lists; manage distribution of ADRC announcements.
2. Request track and compile information from faculty and staff for reporting and grant support.
3. Order supplies coordinate with vendors and process invoice payments travel reimbursements and honorariums.
4. Assist in coordinating centerwide events including creation of promotional materials venue preparation catering logistics and AV setup.
5. Manage ADRC event calendars and scheduling of meetings; coordinate schedules in collaboration with faculty.
6. Provide highlevel administrative and executive support for the Administrative Core.

Clinical Core Support 75 Time Allocation)

1. Track onboarding of new ADRC vendors in the Workday/Advocate system; submit and monitor payment approvals.
2. Maintain office supply inventory; log room refrigerator and freezer temperatures as required.
3. Organize and support ADRC team meetings and clinical events.
4. Coordinate travel and accommodations for team members and prospective hires; oversee the reimbursement process.
5. Prepare and document storage for closed clinical studies.
6. Enter data into sponsorspecific Electronic Data Capture (EDC) systems for multiple clinical trials; assist with paper Case Report Forms (CRFs) as needed.
7. Answer phone calls relay messages and direct inquiries professionally; contact potential and current research participants regarding appointments and study details.
8. Maintain accurate and uptodate records to support grant applications and research reporting.
9. Track task progress and follow up to ensure timely completion; assist with maintaining faculty CVs biosketches and other support documents.
10. Draft proofread and edit professional correspondence reports and manuscripts; handle confidential information with discretion.
11. Provide administrative assistance to the management team as needed.

GENERAL SKILLS AND QUALIFICATIONS

1. Exceptional written communication proofreading and editing skills.
2. Strong organizational and timemanagement abilities with the capacity to prioritize and work independently in a fastpaced environment.
3. Proficiency in Microsoft 365 including Outlook Word Excel and PowerPoint.
4. Experience with Teams and Sharepoint for Administrative Core scheduling and communication.
5. Experience with Adobe Pro for document editing and management.
6. Experience with ERP systems such as Oracle and Workday.
7. Strong relationshipbuilding skills with faculty team members vendors and external departments.
8. Ability to maintain confidentiality and professionalism in all aspects of work.
9. Team player who supports administrative and clinical staff and fosters positive relationships across departments.

Desirable Attributes

1. Proactive detailoriented and selfmotivated.
2. Ability to anticipate needs and take initiative.
3. Strong multitasking skills with a focus on efficiency.

WORK ENVIRONMENT

This position is primarily based in a clean professional office setting equipped with standard office amenities. In addition the role includes working approximately 10 hours per week in a second nearby office suite. Comfortable footwear and the ability to walk moderate distances.