IRB Administrative Assistant

Touro University; Town of Mount Pleasant (NY); On-site; USD 33,000 - 42,000; Full time

Job summary

The IRB Administrative Assistant at Touro University supports the Director of Human Subjects Administration in managing the electronic system for protecting human subjects in research. You will review confidential protocols, maintain records under external audits, and perform a range of deadline-driven administrative tasks for the HSA office.

Responsibilities include assisting with IRB submissions, preparing monthly e-IRB agendas, managing notices, tracking items, and supporting policy updates.

Qualifications

• College degree desirable.
• High ethical standards and strong organizational skills.
• Excellent English writing and communication abilities.

Responsibilities

• Assist investigators and administrators with IRB submissions.
• Review preliminary Electronic-IRB (e-IRB) applications before HSA Director Review.
• Prepare e-IRB agenda for monthly meetings of IRB panels.
• Create Agenda Discussion Orders for bi-monthly meetings.
• Create Financial Conflict of Interests (FCOI) lists for board review.
• Arrange boardroom reservations and refreshments for in-person meetings.
• Host Zoom meetings as administrator for virtual meetings.
• Prepare and distribute IRB notices and stamped consent forms.
• Track pending items for all studies until finalized.
• Release 'Permission to Start' when applications are complete.
• Assist in amending IRB policies and templates.

Skills

Administrative support

English writing

Organizational skills

Communication skills

Office software

Email management

Scheduling

Customer service

Education

College degree desirable

Tools

Microsoft Word

Microsoft Excel

e-IRB system

CRM/Email tools

Job description

Overview

The IRB Administrative Assistant will assist the Director of Human Subjects Administration (HSA) in the management of the Institution’s electronic system for the protection of human subjects in research including the review of confidential human subject research protocols and consent forms. They will be directly responsible for maintaining a key confidential institutional system of records, subject to external audit by the federal government and regulatory entities. They will carry out accurately and under pressure of deadlines, a wide range of administrative tasks in support of the research administration responsibilities of the office.

Overview

The IRB Administrative Assistant will assist the Director of Human Subjects Administration (HSA) in the management of the Institution’s electronic system for the protection of human subjects in research including the review of confidential human subject research protocols and consent forms. They will be directly responsible for maintaining a key confidential institutional system of records, subject to external audit by the federal government and regulatory entities. They will carry out accurately and under pressure of deadlines, a wide range of administrative tasks in support of the research administration responsibilities of the office.

Responsibilities

Human Subject Administration:

• Assist investigators and administrators with submission requirements for Institutional Review Board (IRB) submissions.
• Conduct preliminary review of Electronic-IRB (e-IRB) applications and submissions before HSA Director Review.
• Prepare e-IRB agenda for monthly meetings of the Oncology and General Medical and Behavioral IRB panels.
• Create Agenda Discussion Orders for bi-monthly meetings.
• Create Financial Conflict of Interests (FCOI) list to present to board members and note recusals for compliance.
• Arrange boardroom including reservations and refreshments for in-person meetings (if applicable).
• Host Zoom meetings as administrator for virtual teleconferences of bi-monthly meetings.
• Prepare and distribute all IRB notices including stamping consent forms after each meeting.
• Track pending items (Hospital approval, Contract, CITI/COI compliance) for all studies until finalized.
• Release “Permission to Start” when applications are complete.
• Assist in amending IRB policies and document templates (Research Protocols, Informed Consent Forms, etc.).

Accounting

• Review executed contracts to generate IRB invoices using e-IRB Billing system.
• Follow up with Sponsors on overdue fees.
• Record received checks or wire transfers from sponsors and send memo to Restricted Funds to deposit into IRB account.
• Work with Restricted Funds to track and locate missing funds.

Office

• Answer phone calls and take appropriate action.
• Independent problem-solving so office operates smoothly.
• Manage the IRB e-mail inbox and respond to inquiries in a timely manner.
• Manage and update the NYMC Office of Research Administration website.

Training

• Participate in training to learn new procedures and function of new administrative software when requested.
• Provide annual campus wide training on navigating e-IRB platform.

Qualifications

• College degree desirable.
• High ethical standards, administrative ability, excellent English, writing, communication and organizational skills, knowledge of general office administration.
• Computer literacy including experience with Word.
• Familiarity with database entry and Excel.
• Sitting and ability to lift 5 pounds.

Minimum Salary

USD $24.18/Hr.

Maximum Salary

USD $30.22/Hr.