Job Description: Administrative Assistant – Clinical Research Facility

Position Title: Administrative AssistantLocation: Flint, MI 

Job Summary:

We are looking for a highly organized and motivated Administrative Assistant to support the daily operations of a clinical research facility. This role will involve a combination of administrative duties, coordination of communication, management of schedules, and supporting research teams in executing clinical trials. The ideal candidate will have excellent organizational skills, attention to detail, and a strong desire to contribute to the success of clinical research initiatives.

Key Responsibilities:

• Administrative Support:

  • Provide general administrative support to the clinical research team, including scheduling meetings, coordinating calendars, and organizing communications.

  • Assist with document preparation, including research protocols, study reports, meeting minutes, and other administrative documents.

  • Handle incoming phone calls, emails, and inquiries from study participants, research staff, and external stakeholders.

• Scheduling and Coordination:

  • Schedule and coordinate appointments, meetings, and study visits for the research team, ensuring timely attendance and coordination with all involved parties.

  • Maintain an updated and organized study calendar, including site visits, patient appointments, and investigator meetings.

  • Manage travel arrangements, including booking flights, hotels, and transportation for the research team.

• Document Management:

  • Maintain and organize study files, patient records, and regulatory documentation in both digital and physical formats.

  • Assist in the preparation, submission, and tracking of Institutional Review Board (IRB) applications, amendments, and continuing review submissions.

  • Ensure that all study documents are properly filed, archived, and easily accessible for audits or inspections.

• Data Entry and Tracking:

  • Enter and update study-related data into various databases and software systems.

  • Track study milestones, deadlines, and key deliverables to ensure that all project timelines are met.

  • Assist with the preparation of progress reports and study updates for internal stakeholders or sponsors.

• Communication:

  • Act as a liaison between the research team, study participants, and external partners, ensuring effective communication and timely follow-up.

  • Coordinate the distribution of study-related materials, including patient forms, informed consent documents, and educational materials.

• Procurement and Inventory Management:

  • Manage office supplies and inventory related to clinical trials (e.g., study materials, medical supplies).

  • Assist with ordering and tracking supplies, ensuring that all necessary materials are available when needed.

• Compliance and Record Keeping:

  • Ensure that all activities follow institutional and regulatory guidelines (e.g., HIPAA, ICH-GCP, FDA).

  • Help maintain compliance with research protocols and ensure that study documentation is accurate and up-to-date.

• Support Clinical Research Team:

  • Provide clerical and administrative support to clinical investigators, research coordinators, and other team members as needed.

  • Help with the preparation of research study presentations, reports, and documents for internal meetings or external sponsors.

Qualifications:

• Education:

  • High school diploma or equivalent required. Associate's degree or higher in administrative support, business, healthcare, or a related field preferred.

• Experience:

  • Minimum of 1–2 years of experience in an administrative role, preferably in a healthcare or clinical research setting.

  • Familiarity with clinical research processes and terminology is a plus.

• Skills:

  • Strong organizational skills and ability to manage multiple tasks in a fast-paced environment.

  • Excellent communication skills, both written and verbal.

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with database management or electronic health record (EHR) systems.

  • Attention to detail and strong problem-solving abilities.

  • Ability to maintain confidentiality and manage sensitive information with discretion.

• Other:

  • Strong time-management skills and ability to prioritize tasks effectively.

  • Ability to work independently and collaborate with a diverse team.

  • Willingness to adapt to changing work environments and tasks as needed.