IRB Administrative Assistant

New York Medical College; Pretoria; On-site; USD 44 000 - 55 000; Full time

Job summary

An established industry player is seeking a dedicated administrative professional to support the Human Subjects Administration. This role involves managing the electronic system for human subjects research, assisting with Institutional Review Board submissions, and ensuring compliance with regulatory standards. The ideal candidate will possess strong organizational and communication skills, with a focus on maintaining confidentiality and accuracy. Join a dynamic team where your contributions will directly impact the integrity of research practices and the protection of human subjects. This position offers a competitive salary and opportunities for professional growth.

Qualifications

• 2 years of office experience desirable.
• Knowledge of general office administration required.

Responsibilities

• Assist with IRB submissions and conduct preliminary reviews.
• Prepare agendas for IRB meetings and manage communications.
• Review contracts and generate IRB invoices.

Skills

Administrative Ability

Excellent English Communication

Organizational Skills

Computer Literacy

Database Entry

Excel Proficiency

Education

College Degree

Tools

Microsoft Word

E-IRB Billing System

Zoom

Job description

Overview

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 subjects research protocols and consent forms. Will be directly responsible for maintaining a key confidential institutional system of records, subject to external audit by the federal government, and regulatory entities. 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 Subjects 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 (COI) 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 bimonthly 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 the 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 Administration Website.

Training:

• Partiticpate 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

Education requirement: College degree desirable.

Technical/computer skills: High ethical standards, administrative ability, excellent English, writing, communication and organizational skills, knowledge of general office administration. Computer literacy including expertise with Word. Familiarity with database entry and Excel.

Prior experience: 2 years office experience desirable.

Physical demands: Can carry up to 5lbs.

Minimum Salary

USD $44,000.00/Yr.

Maximum Salary

USD $55,000.00/Yr.