ApplyDescription
SUMMARY:
The Practice Administrative Assistant plays a critical role in ensuring the smooth operation of clinical trials by providing comprehensive administrative and organizational support to the clinical team. This individual is typically the first point of contact and plays a vital role in creating a positive experience for everyone who walks through the doors of our Clinical Research Center in Austin, TX. The Practice Administrative Assistant establishes a good rapport and ensures courteous and efficient service is provided to the internal study team, participants, study participants, potential study participants, doctors, pharmaceutical sponsors, vendors, and other Elligo employees.
ESSENTIAL DUTIES:
- Greeting/signing in those coming to front desk (i.e. participants, sponsor/CRO representatives, auditors, vendors) in a friendly and professional manner, and checking participants in and out.
- Serving as a communications hub by answering and directing phone calls, making appointment reminder calls, and preparing outgoing letters.
- Demonstrating familiarity with the sites clinical research studies as well as the diagnoses and medical terminology that is involved in each study.
- Managing documentation properly. This includes and is not limited to providing screening packets (Informed Consent Forms) to participants upon check-in, assisting with filling out W9 forms and medical release forms (MRR) for participants. Sending MRRs to appropriate entity(ies), tracking receipt and notify coordinators/investigators when received.
- Collaborating with Site Director in coordinating meetings, organizing staff schedules and communicating updates to the team.
- Scheduling vendors for biospecimen pickup, courier service, and dry ice pellet shipments.
- Assisting with preparing site metrics and reports
- Providing logistical support by assisting with ordering and tracking supplies, coordinating sample shipments and managing the storage and the organization of study materials.
- Supporting administrative needs of Elligo Health Research central team/PI for decentralized trials which involve the Elligo Clinical Research Center activity (i.e. medical records, prescription management)
- Performing other duties as required and/or assigned.
QUALIFICATIONS:
- Excellent written and verbal communication skills and ability to interact effectively with coworkers and study staff.
- Strong organizational skills, including the ability to accomplish multiple tasks within established timeframes through effective prioritization of duties and functions in a fast-paced environment.
- Excellent service skills
- Ability to act and operate independently with minimal daily direction from manager to accomplish objectives
- Strong attention to detail?and accuracy
- Aptitude to work effectively and positively with a team and diverse group of individuals.
- Must possess a high degree of integrity and ability to maintain confidentiality with HIPAA guidelines, participant matters and other sensitive information
- Basic skill level with word processing, spreadsheet, database, and presentation software (MS Office skills such as Outlook, Word, Excel, PowerPoint)
- Basic knowledge of medical terminology is preferred.
EDUCATION AND EXPERIENCE:
- Minimum one year of office/receptionist experience
- Prior experience in a health care setting is preferred
- High school diploma or GED equivalent
ENVIRONMENT:
This job operates in a professional clinical research office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers. The clinical work environment involves exposure to potentially dangerous materials and situations that require extensive safety precautions and may include the use of protective equipment. Additionally, may work with blood or blood-borne pathogens.Due to potential exposure to blood borne pathogens, tasks may require prolonged glove wear.Minimal travel (up to 10%) is required to support the position’s responsibilities. This is a local, onsite position at a clinical research site with office hours 8:00 am – 4:30 pm. Some flexibility in hours may be allowed, must work 37.5 hours each week to maintain full-time status. Occasional evening or weekend work hours may be required as per study specific requirements.
PHYSICAL DEMANDS:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to:
- Walk/and or stand for 8 hours
- Regularly work at a desk using a computer for prolonged periods.
- Perform repetitive motion with substantial movements (motions) of the wrists, hands, and/or fingers.
- Regularly communicate via e-mail, telephone, chat, webcam (remote sessions such as MS Teams or Zoom), so others will understand and exchange accurate and timely information.
- Frequently stand/walk, grasp objects, and perform lightly/fine manipulation of objects.
- Occasionally move safely over uneven surfaces.
- Frequently reach/work above shoulders, twist/bend/crouch/stoop/squat, grasp forcefully, lift/carry/push/pull objects that weigh up to 10 pounds and occasionally 25 lbs.
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus
ADDITIONAL:
Elligo Health Research is a dynamic organization in a rapidly changing industry. Accordingly, the responsibilities associated with this job may change from time to time in accordance with business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above. The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job.
Rather, they are designed only to describe the general nature of the job. The incumbent must be flexible as there may be workweeks that require more than 40 hours to ensure the position’s expectations and responsibilities are met. Elligo Health Research is committed to a policy of equal employment and will not discriminate against an applicant or associate based on his or her age, sex, sexual orientation, gender identity, race, color, creed, religion, national origin or ancestry, citizenship, marital status, familial status, physical or mental disability, handicap, military or veteran status, genetic information, pregnancy or any other category protected under federal, state or local law, regulation or ordinance. RequirementsMinimum one year of office/receptionist experience Prior experience in a health care setting is preferred High school diploma or GED equivalent
