IRB Administrative Assistant

New York Medical College; Town of Mount Pleasant (NY); On-site; USD 33,000 - 42,000; Full time

Job summary

New York Medical College is seeking an IRB Administrative Assistant to support the Director of Human Subjects Administration in managing the electronic system for the protection of human subjects in research. You will handle confidential protocols, consent forms, and related records under strict deadlines.

The role spans administrative tasks, billing, and office duties: reviewing IRB submissions, preparing agendas, tracking approvals, managing payments, and updating the research administration

Qualifications

• College degree desirable and strong office administration background.
• Excellent English writing and communication skills.
• Familiarity with IRB submissions and research administration.

Responsibilities

• Assist with IRB submissions and preliminary review of e-IRB applications.
• Prepare e-IRB agendas for monthly panels and create discussion orders.
• Create FCOI lists and note recusals for compliance.
• Manage IRB billing, invoices, and sponsor payments.
• Answer inquiries, update the NYMC Research Administration website, and manage email.
• Provide annual campus-wide training and assist in policy updates.

Skills

Administrative ability

English proficiency

Communication

Organizational skills

Education

College degree desirable

Tools

Microsoft Word

Excel

Database entry

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.

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.