NYU Langone is one of the nation's premier academic medical centers that includes five hospitals (Tisch Hospital, Rusk Rehabilitation, Hospital for Joint Diseases, Hassenfeld Children's Hospital of New York, and NYU Lutheran Medical Center) and more than 200 ambulatory locations across the New York metropolitan area. It also includes NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. Our trifold mission to serve, teach, and discover is achieved daily through an integrated academic culture devoted to excellence in patient care, education, and research. Learn more about NYU Langone.
We have an exciting opportunity to join our team as a Administrative Assistant.
In this role, the successful candidate will report to the Director IRB and will coordinate office logisitics, scheduling and events specific to the operational requirements of the IRB.
Performs other duties as assigned.
Incomplete submissions standard form for follow-up with PI/coordinator and OCT for missing information in submissions.
Immediate communication of urgent issues to Director, Assistant Director, Analysts.
Short-Term and Long Term Projects for Director/Assistant Director as assigned- daily.
Staff Meeting minutes notes. Executive Leadership Meeting Minutes. Departmental communications finance, IT, payroll etc. Forward notices to IRB staff.
Information tracking. Emergency contact list for staff. Update contact list and important number sheet for IRB/OCT.Binders to track receipts/copies for various processes.
Food orders Corbet for weekly meetings and for office.
Invoices. All industry sponsored studies entered into a spreadsheet and entered on invoice and sent to OCT: industry sponsored, PEARL grant, dentistry.
Purchase orders.Create purchase orders and blanket orders using e-req system for all purchases (travel, conference, professional memberships etc).I-buy system ordering. Track reimbursement submissions through accounts payable. Follow-up on bills and invoices with suppliers and purchasing office.
Incoming requests for information.Phone. Email, In-office requests for information respond and forward to others. Ordering supplies and vendor communications and budget tracking staples, water, copier, paper etcReceiving/sending shipments incoming/outgoing/distribution. Documents incoming/outgoing/distribution.Faxes incoming/outgoing/distribution. Internal/external Mail.
Coordinate and submit forms for IRB Board member payment through payroll and accounts payable. Calendar-scheduling. Schedule Directors calendar daily meetings and repeating meetings (Chairs, others, interviews, etc)Schedule leadership meetings monthly for Director /Board Chairs/Co-Chairs. Maintain Conference Room Calendar. Schedule monthly IRB Training Session for Associate Director and Board Members.
To qualify you must have a BA/BS
1-2 years experience demonstrated administrative skills
Must be able to work independently with minimal supervision
Excellent written and oral communications skills
Excellent customer service skills.
Certification as an IRB professional (CIP) is highly desirable or will be required within 3 years of employment.
Highly developed interpersonal and communication skills, and advanced computer skills are required.
The ideal candidate must possess a high degree of independent judgment, proactive abilities, discretion, superior organizational, analytical, time management, multi-tasking and interpersonal communication skills.
Excellent verbal and technical writing skills and proficient use of computer and relevant software and database applications (IRB Software, MS Word, PowerPoint, etc.) are required.
Three to four years experience in research and/or IRB regulatory work is preferred.
Human subjects research protection and knowledge of applicable federal regulations related to IRB and clinical research is preferred.
Experience in the design or customization of education programs and knowledge of a significant body of scientific research terminology and processes as well as a solid command of human subject regulations and policy are desired.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.
NYU Langone Medical Center is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
NYU Langone Medical Center, a world-class patient-centered integrated academic medical center, is one of the nation's premier centers for excellence in clinical care, biomedical research, and medical education. Located in the heart of Manhattan, NYU Langone is composed of four hospitals – Tisch Hospital, its flagship acute care facility; Rusk Rehabilitation; the Hospital for Joint Diseases, one of... only five hospitals in the nation dedicated to orthopaedics and rheumatology; and Hassenfeld Children's Hospital, a comprehensive pediatric hospital supporting a full array of children's health services across the medical center – plus the NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. The medical center's tri-fold mission to serve, teach, and discover is achieved 365 days a year through the seamless integration of a culture devoted to excellence in patient care, education and research. For more information, go to www.NYULMC.org.