The Site Administrative Assistant (SAA) will provide professional and efficient service to study participants and the clinical trial industry; coordinate telephone and email communication; complete and verify the accuracy of documents and tracking systems; coordinate relationships with physicians, other healthcare professionals, vendors, and industry representatives; enter, update and maintain clinical trial database and clinical trial management software.
Essential Functions
Provide a range of diverse administrative support and activities for the clinical team including, but not limited to, organizing, prioritizing and summarizing the content of incoming materials, correspondence, communications, and email
Schedule and coordinate appointments; maintain appointment calendars; remind study participants of their appointments through all available means
Ensure tracking systems (e.g., study participant activity trackers, CTMS visits) are accurate through appropriate daily, weekly, or monthly verification
Assist CRPs with maintaining adequate stock of instruments, office supplies and pharmaceuticals and assist in orders as required
Organize and maintain common areas to appear neat and efficient, including reception areas, waiting areas, building entryways, and any other areas that a study participants and clients may see
Work independently on special non-recurring and ongoing projects at the request of Research Management, which may include planning and coordinating multiple tasks and disseminating information
Ensure marketing materials and other informational literature is current and available for visitors and members
Serve as the point of contact for all copier service issues at all site locations
Train employees on CTMS
Deliver daily mail to appropriate parties
Forward incoming faxes and any printed items to appropriate parties
If needed, recruit patients
Other duties as assigned
Education/Experience
Minimum:
Canada/US: HS/GED
1 year in a professional office environment Preferred:
Canada: Associates Degree in Business Management or related field
US/Canada: 2 or more years of professional office experience
Core Competencies/Skills
Prerequisite (Essential):
Excellent communication skills (verbal and written)
Excellent computer skills (MS Word, Excel and Outlook)
Attention to detail
Ability to manage time efficiently
Self-directed
Teamwork & Collaboration
Proficient level of clinical, interpretive, and analytical skills with organizational skills for project planning
Flexible & Adaptable
Strong knowledge of ICH GCP, FDA & HC Division 5 guidelines Foundation:
Conflict resolution
Receptive to feedback
Empowering & Developing others
Empathy Skills
Planning and organizing skills
Excellent problem-solving skills
Achievement oriented
Analytical ability
Initiative
Decision making Leadership:
Forward thinking
Innovative
Creative
Strategic thinking
Self confidence
Strong interpersonal skills
PHYSICAL DEMANDS
Physical demands include but not limited to prolonged sitting, light lifting, standing, reaching, walking, and bending.
Frequently required to complete work on the computer in a seated position
May be required to lift light boxes (10 - 20lbs)
WORKING CONDITIONS
Modern medical office environment or home office environment
Required to follow OSHA and CCOHS guidelines, in addition to other local healthcare regulations
Required to perform duties in relation to HIPAA, PIDEDA, and other local privacy regulations
Some positions may require overnight/weekend hours
Benefits
Opportunities to work with internationally renowned physicians
Comprehensive health benefits, competitive salary
RRSP or 401(k) contribution matching
Continued opportunities for growth & development; yearly education allowance
Paid holiday closures and employee appreciation days off
Seniority level
Entry level
Employment type
Other
Job function
Administrative
Industries
Biotechnology Research
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