What are the responsibilities and job description for the Administrative Assistant position at Headlands Research?
Overview
Trial Management Associates (TMA) is a leading, fully integrated clinical research management company that partners with private physician practices to successfully manage and execute Phase II-IV industry sponsored clinical research studies. Our team prides itself in providing our Sponsors consistent, statistically sound data for every clinical research study performed.
Together with Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20 sites across the US and Canada, with plans for further expansion.
The Role
We are seeking an experienced, detail oriented administrative professional to be our Administrative Assistant at our Wilmington, NC clinical research site. The ideal candidate is looking for a fast-paced work environment, possesses a genuine interest in clinical research, is an effective communicator and has prior experience working with healthcare professionals.
The Administrative Assistant is in charge of managing the patient schedule, ensuring patients are confirming their appointment times, ensuing TMA's daily schedule is running efficiently, making patient phone calls, and managing patient compliance with the clinical trial requirements.
Communicating with patients or trial participants, physicians, customers and co-workers along with strong written and verbal communication skills are critical to the success of this position. TMA is committed to ensuring that our patients have a safe, welcoming and efficient experience while they participate in our clinical trials.
Job Type: Regular Full-time Employee
Schedule: Mondays through Thursdays: 7:00am - 4:30pm, Fridays: 7:00 - 11:00am
Pay Range: $15-19/hr
Location: Onsite in Wilmington, NC
Reports to: Site Director
Benefits: Our benefits package for full-time employees includes health insurance (medical, dental, and vision), Paid Time Off (PTO), 401(k) employer matching, and others.
Responsibilities
- Directs office activities, scheduling/rescheduling, and functions to maintain efficiency and compliance with company policies.
- Answers and monitors main phone, emails, mail distribution, and fax requests for medical records.
- Assists clinical staff with tasks such as data entry, patient payment, and query resolution.
- Schedules and maintains patient follow up regarding scheduling visits, safety calls and e-diary compliance.
- Assists and works closely with clerical and support staff with their assigned duties, particularly when more advanced, skilled, or sensitive work is required.
- Prepares for scheduled patient visits and maintains TMA database/documentation for trial participants.
- Maintains office supplies inventory.
- Performs other related duties as assigned.
Qualifications
- High school diploma or equivalent required; Associate’s degree in office administration or related field preferred.
- Minimum of three years of administrative/clerical experience required.
- Prior experience working with healthcare professionals strongly preferred.
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to prioritize tasks and to seek assistance when appropriate.
- Ability to function well in a high-paced and at times stressful environment.
- Basic understanding of how to operate standard business equipment.
- Proficient with Microsoft Office Suite or related software.
Salary : $15 - $19
