Administrative Assistant – Principal Investigator Team
Posted: 5 August, 2024
Organization: Celerion
Location: Phoenix, AZ
Provide administrative support to PI Department (Medical Director, Principal Investigators, Sub-Investigators). Provide interdepartmental support on an as needed basis.
Essential Functions
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- Calendar & Scheduling: Manage individual PI/designee schedules, departmental printed and Outlook calendar schedules, PI/designee scheduling in ClinQuick module, and project timelines as needed. Liaise with other departments to reschedule workload when capacity is exceeded or when current schedule is inefficient. Maintain and update the PI/designee annual weekend and Holiday rotation schedule. Setup conference calls and schedule conference rooms as needed.
- Information & Resources: Ensure PI/designee receipt of current protocols and IBs/Product Inserts, up-to-date information on the department whiteboard, and up-to-date study timelines. Ensure protocol review is conducted in a timely/compliant manner. Ensure participant resources and department forms remain relevant and stocked. Pull Query reports for department staff and facilitate query resolution as needed.
- Compile PI Department metrics from Clinquick, Outlook calendaring, and centrally maintained spreadsheets as requested. Metrics may include count of first doses, physical exams, lab reviews, ECGs, CRFs, AEs and study startup time. Metrics may include calculations for department level of effort (taskload), and average number of subjects under active daily supervision. Metrics may include summary dashboard graphs and charts. Assist other departments with compiling and/or designing metrics as requested.
- Screening & Clinic Conduct: Assistant will perform daily maintenance of interim physical forms, including creation and labeling of physical forms as necessary, and printing related reports for conducting clinic events. For groups of 20+ subjects or with complex requirements, Assistant will liaise with Clinic Schedulers or appropriate personnel to ensure an associate is available to expedite physical exams i.e. by queuing participants and/or distributing forms. Assistant will assist with brief Quality Check (QC) of PI/designee data, scanning data for electronic backup and submitting data as needed. Assistant will perform QC of the inclusion/exclusion criteria and restrictions for screening exams as needed. Associate will liaise with Admissions to ensure PI/designee review of medical history packets are completed in timely manner.
- Half-Life Spreadsheet: Assistant will maintain the site’s “Admissions Half-Life Spreadsheet”.
- Miscellaneous P.I. requests and Items: Place orders for office supplies and/or medical supplies needed by PI/designees. Expedite miscellaneous projects and tasks as requested by department members on a day-to-day basis (e.g. obtain medical history packets, labwork, forms; liaise with interdepartmental associates to obtain information and expedite tasks; collate and file data; etc). Enter and manage facilities and technical tickets as requested by department staff. Facilitate PI/designee time entry and expense reports as needed. Represent the department or its members at internal meetings and events as appropriate and as needed. Perform basic clerical duties as needed.
- Miscellaneous extra-departmental requests and items: Support Executive Assistant and/or Site Director in miscellaneous projects. Remain available to assist other departments with administrative needs as time permits.
Requirements
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- High school diploma OR GED and minimum of 3-5 years experience in related secretarial position OR Bachelor's Degree
- Post high school education in a related field preferred
- Typing speed 65-76 wpm
- Ability to handle multiple priorities
- Excellent oral and written communication skills
- Proficiency in MS Word, Excel, PowerPoint
- Ability to work independently under minimal supervision
