What are the responsibilities and job description for the Clinical Research Administrative Assistant, Gerontology position at Wake Forest Baptist Health?
JOB SUMMARY
The Clinical Research Administrative Assistant will play a crucial role in supporting the Alzheimer’s Disease Research Center (ADRC), providing administrative and operational support to both the Administrative Core and the Clinical Core. This position will be split with 25% of the time dedicated to assisting the Administrative Core and 75% to supporting the Clinical Core. The individual will work closely with both teams to ensure smooth day-to-day operations. This role requires a detail-oriented and proactive individual who can efficiently manage multiple tasks, coordinate meetings, maintain documentation, and assist with regulatory and financial compliance in clinical research.
EDUCATION/EXPERIENCE
Two years' experience in a research setting. Associate's degree required.
ESSENTIAL FUNCTIONS
Administrative Core Support (25% Time Allocation)
- Maintain and update faculty and staff communication lists; manage distribution of ADRC announcements.
- Request, track, and compile information from faculty and staff for reporting and grant support.
- Order supplies, coordinate with vendors, and process invoice payments, travel reimbursements, and honorariums.
- Assist in coordinating center-wide events, including creation of promotional materials, venue preparation, catering, logistics, and AV setup.
- Manage ADRC event calendars and scheduling of meetings; coordinate schedules in collaboration with faculty.
- Provide high-level administrative and executive support for the Administrative Core.
Clinical Core Support (75% Time Allocation)
- Track onboarding of new ADRC vendors in the Workday/Advocate system; submit and monitor payment approvals.
- Maintain office supply inventory; log room, refrigerator, and freezer temperatures as required.
- Organize and support ADRC team meetings and clinical events.
- Coordinate travel and accommodations for team members and prospective hires; oversee the reimbursement process.
- Prepare and document storage for closed clinical studies.
- Enter data into sponsor-specific Electronic Data Capture (EDC) systems for multiple clinical trials; assist with paper Case Report Forms (CRFs) as needed.
- Answer phone calls, relay messages, and direct inquiries professionally; contact potential and current research participants regarding appointments and study details.
- Maintain accurate and up-to-date records to support grant applications and research reporting.
- Track task progress and follow up to ensure timely completion; assist with maintaining faculty CVs, biosketches, and other support documents.
- Draft, proofread, and edit professional correspondence, reports, and manuscripts; handle confidential information with discretion.
- Provide administrative assistance to the management team as needed.
GENERAL SKILLS AND QUALIFICATIONS
- Exceptional written communication, proofreading, and editing skills.
- Strong organizational and time-management abilities with the capacity to prioritize and work independently in a fast-paced environment.
- Proficiency in Microsoft 365, including Outlook, Word, Excel, and PowerPoint.
- Experience with Teams and Sharepoint for Administrative Core scheduling and communication.
- Experience with Adobe Pro for document editing and management.
- Experience with ERP systems such as Oracle and Workday.
- Strong relationship-building skills with faculty, team members, vendors, and external departments.
- Ability to maintain confidentiality and professionalism in all aspects of work.
- Team player who supports administrative and clinical staff and fosters positive relationships across departments.
Desirable Attributes
- Proactive, detail-oriented, and self-motivated.
- Ability to anticipate needs and take initiative.
- Strong multitasking skills with a focus on efficiency.
WORK ENVIRONMENT
This position is primarily based in a clean, professional office setting equipped with standard office amenities. In addition, the role includes working approximately 10 hours per week in a second nearby office suite. Comfortable footwear and the ability to walk moderate distances.
