Clinical Research Receptionist

ESSENTIAL DUTIES AND RESPONSIBILITIES

The receptionist is responsible for managing the front desk operations and providing administrative support to ensure the smooth and efficient operation of the office reception area. This role includes greeting visitors, answering phone calls, scheduling appointments, and handling general inquiries. The receptionist will also assist with clerical tasks and ensure that the office environment remains professional and organized. Attendance at departmental and general staff meetings is expected. This is an onsite position that requires working core business hours Monday Friday 8:30 am 5:00 pm, with the flexibility to work occasional early morning and evening shifts as required in this role.

This position will fulfill the following specific functions:

Reception and Front Desk Management

• Greet and assist visitors in a professional and welcoming manner.
• Answer incoming telephone calls, direct them to the appropriate staff members, and take accurate messages when necessary.
• Maintain the reception area to ensure it remains clean, organized, and welcoming.
• Manage the distribution of incoming and outgoing packages and deliveries.
• Coordinate appointment scheduling for visitors, staff, and meetings.

Clerical and Administrative Support to the Clinical Research Team

• Assist the clinical research team with scheduling meetings and coordinating study-related activities.
• Help prepare and organize study materials, presentations, and reports.
• Maintain study documentation, ensuring proper organization and filing in both electronic and physical formats.
• Support data entry tasks, including updating research records and tracking research progress.

Backup Clerical Support to the Clinical Research Medical Assistant

• Provide administrative assistance to the Clinical Research Medical Assistant.
• Help with scheduling research participant appointments and follow-up tasks.
• Ensure that research documentation is properly stored and accessible to the research team.
• Assist with preparation of reports and meeting minutes as needed.
• Assist with providing patient care including:
• Measure and record vital measurements (blood pressure, body temperature, respiratory rate, height, weight, waist circumference)
• Measure fingerstick blood glucose and Hemoglobin A1c
• Record all vital information in the Electronic Health Record (EHR)
• Perform external device downloads, including but not limited to insulin pumps, blood glucose monitors, and continuous glucose monitors (CGMs)
• Provide relevant vital and device download information to clinicians prior to patient appointments
• Clean and restock patient and medication/device/equipment rooms including but not limited to replacing sterile exam paper, wiping down counters, and ensuring all necessary equipment is in the rooms

General Office Support

• Manage meeting room schedules and prepare for internal and external meetings.
• Perform other administrative duties as required to support the office and clinical research team.
• Ensure compliance with HIPAA and confidentiality of sensitive research data and compliance with organizational policies.

QUALIFICATIONS

• Strong communication skills, both verbal and written.
• Excellent organizational skills and attention to detail.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, Teams) and database programs.
• Ability to multitask and handle a high volume of tasks efficiently.
• Ability to maintain a professional and positive demeanor in a busy office environment.
• Ability to work both independently and as part of a collaborative team.
• Ability to maintain confidentiality and handle sensitive information appropriately in a clinical research environment.
• Knowledge of HIPAA regulations and patient confidentiality.
• Knowledge of major medical insurance plans and types of coverage provided.
• Familiarity with medical or clinical research terminology and processes is a plus.

EDUCATION AND EXPERIENCE

• High school diploma or equivalent required.
• Additional training or certification in office administration or a related field is preferred.
• A minimum of 2 years of experience as a receptionist or in an administrative role, ideally in a clinical or healthcare setting.
• Formal back-office training and experience as a Medical Assistant is preferred.
• Active CPR certification preferred

LANGUAGE SKILLS.

The ability to read, write and speak Spanish and English clearly is mandatory. Spanish proficiency should be intermediate at minimum, fluency preferred.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The incumbent is regularly required to sit, talk, hear, and climb stairs. The incumbent frequently is required to use hands to finger, handle or feel equipment, paper, or files. The incumbent is required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 10-20 pounds. Specific vision abilities required by this job include close vision.

This position requires manual dexterity, skill level and adequate vision to record data onto data sheets and adequate hearing and verbal communication skills to converse with study subjects. Standing for extended periods of time as well as light lifting is necessary.

The incumbent must be in sufficient overall health to report for work consistently and reliably and work through a standard day with appropriate breaks.

WORK ENVIRONMENT

The work environment would be generally described as an office setting with clinical facilities adjacent to the primary work area and laboratory facilities on a different floor. The ability to move within all three of these areas may be required in the execution of the employees functional activities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate and the illumination of the work area is primarily with fluorescent artificial lighting.

This position is associated with exposure to biohazardous materials and communicable disease requiring the use of universal precautions at all times as well as other conditions common to a medical clinic and research facility.

This job description is intended to describe the general requirements of the performance of the job. It is not a complete list of duties, responsibilities or requirements. Other duties not listed here may be assigned as needed.

BENEFITS

Our team consists of diverse and dedicated individuals committed to enhancing the lives of those impacted by diabetes through research, education, and care. Each employee plays a crucial role in advancing our mission, and we are committed to ensuring that everyone feels valued and supported. To achieve this, we offer a comprehensive benefits package for full-time employees, designed to promote professional growth, enhance well-being, and foster a healthy work-life balance.

• Competitive Salaries: Attractive compensation aligned with industry standards.
• Ongoing Training and Development: Access to programs that promote continuous learning and opportunities for career advancement.
• Health Insurance: 100% employer-paid premiums for the employee's medical (Anthem Platinum level PPO plan), dental, vision, life, and long-term disability insurance plans.
• Dependent Coverage Support: An additional $200 per month towards dependent medical insurance premiums.
• Supplemental Benefits: Opportunities to purchase supplemental life and critical care insurance at a reduced cost.
• Retirement Plan: A 403(b) retirement plan with a discretionary company match to help secure your financial future.
• Generous Paid Time Off: Enjoy 15 vacationdays, 11 paid holidays, and 2 floating holidays each year.
• Inclusive Work Environment: Be part of a collaborative workplace that values diversity and inclusion.