Clinical Research Assistant

Main Campus (Gainesville, FL)
Nov 20, 2020
Institution Type
Four-Year Institution

Job no: 515146
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Office/Clerical, Research/Scientific/Grants
Department:33050000 - HP-PHYSICAL THERAPY

Advertised: 20 Nov 2020 Eastern Standard Time
Applications close: 28 Nov 2020 Eastern Standard Time

Classification Title:

Clinical Research Assistant

Job Description:

This position is housed in the Department of Physical Therapy (PT), College of Public Health and Health Professions, ImagingDMD (iDMD) Laboratory and the incumbent will report to the Assistant Director for Clinical Trials, ImagingDMD UF. Responsibilities include all local, national and international subject travel for ImagingDMD, Wellstone Muscular Dystrophy Center grants as well as other related research participant travel; assistance with development of and updates to research travel policies and procedures; providing administrative support in the lab including but not limited to purchasing supplies, maintaining inventory, compiling information for larger purchases, assisting with equipment or facility concerns. Further, the incumbent will assist with Quality Management tasks including but not limited to document issuance, version control, secure access documentation, and ensure that University policies and procedures in all areas pertaining to ImagingDMD are implemented. In addition, the incumbent will assist with study coordination tasks for clinical trials as needed.

Travel Coordination Related Duties
Coordinates all local, national and international research participant/guardian travel and logistics for high visibility research studies. Serves as “first face” of various research studies and initial arrangements contact to study participants and their families. Duties include the following:
Obtains all paperwork required to input new subjects into the UF Purchasing & Disbursements vendor and PeopleSoft systems and disseminates to PT fiscal personnel; completes departmental expenditure approval paperwork in advance of subject’s travel; opens, closes, and/or maintains accounts with travel industry representatives (i.e. hotels, air carriers, rental cars, etc.) needed to bill subject travel directly to UF.
Acts as initial contact and “face of the research team” to answer subject inquiries regarding travel, fiscal reimbursements and miscellaneous questions and comments.
Responsible for all travel in coordination with subject and research team needs and deadlines; provides subjects with all UF facility directions and maps as well as hotel, airport and local directions, study information letter, and list of important telephone and reservation numbers; works closely with the studies’ Clinical Research Coordinators to communicate any schedule or travel changes or special requests; acts as liaison between subjects and Clinical Research Coordinators to communicate and coordinate any schedule changes.
Works with airlines to secure disabled seating assignments and with hotels to secure accessible rooms; provides clinical research coordinators with travel detailed chart for all upcoming appointments; and obtains all travel folios and receipts upon trip completion and forwards to fiscal personnel to closeout travel files. Above duties are performed in conjunction with a diverse, pediatric and specialized population, requiring the tasks to be carried out in a very professional, confidential and sensitive manner during tight and stressful deadlines and in high volume travel individual should/must be available to rapidly/efficiently respond during “off-peak or off-work” hours to occasional unexpected travel issues such as flight changes or reservation issues while always maintaining decorum, diplomacy and professionalism.
Assists with the development, of, and updates to, research travel policies and procedures to ensure compliance with institutional, state and federal regulations.

Quality Management Related Duties
All duties below will be assisting the Quality Management with clinical trial regulated and compliant documentation.
Assists Quality Management in the issuance, distribution and maintenance of all version-controlled documentation, including Standard Operating Procedures, Manual of Operating Procedures, and forms. This includes monitoring internal documentation and archival of paper and electronic clinical trial records; distribution and tracking of all study related documents including assembly and distribution of study binders. Assists with internal and external audits of the ImagingDMD laboratory and clinical trials. Assists in tracking and monitoring of training compliance and certification(s) of personnel records within the ImagingDMD laboratory. Assists with document preparation, issuance and archival of computerized systems validation(s). Assists in the archival and tracking of all users within ImagingDMD, including global sites, of secure iDMD computerized systems. ; monitoring Clinical Trial archival of training documentation.

Clinical Trial Study Coordination Assistance
Assists with study coordination and monitoring.
Assists as needed with accurately entering/maintaining online and hard copy records of vendor regulatory documents for clinical trials using multiple online systems (Redcap, Jira, Confluence, Microsoft office programs, Adobe software).
Creates tracking logs for vendor regulatory documentation.
Assists with data review for accuracy and query resolution.

General Office Support Duties
Serves as point of contact for ImagingDMD laboratory visitors, including representatives from industries, distinguished international visitors and faculty colleagues involved in scientific collaboration.
Assists as needed with the registration, coordination, and implementation of all ImagingDMD laboratory events such as workshops, making sure that all pertinent UF and State rules and regulations are adhered to (such as alcohol policies, maintenance requirements, etc.) as directed by the Assistant Director for Clinical Trials, ImagingDMD UF.
Distributes announcements as requested and maintains conference room calendar and scheduling of meetings for iDMD laboratory buildings.
Maintains the office supply inventory, purchases supplies or compiles information for larger purchases. Assists with management of maintenance agreements and contacts for repairs of all equipment and serves as equipment troubleshooting liaison.

Fiscal Related Duties
Responsible for processing all subject travel related expense reports for travel booked.
Manages all vouchers and p-card purchases for laboratory expenses.

Expected Salary:

$18.00 - $20.00 per hour commensurate with education, skills, and experience.

Minimum Requirements:

High school diploma or equivalent and one year of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications:

  • Knowledge of University rules, regulations and procedures.
  • Knowledge of P-Card/expense reconciliation.
  • Proficient in Microsoft Office Suite.
  • Comfortable interacting with guests of ImagingDMD through phone and e-mail correspondence with
  • University approved vendors and families.
  • Excellent verbal and written communication skills.
  • Strong organizational skills.
  • Familiarity with GCP and HIPAA guidelines.
  • Good grammar, letter-writing skills, professionalism, strong organizational skills, and attention to detail are desired.

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This is a time-limited position.

The University of Florida is an equal opportunity institution dedicated to building a broadly diverse and inclusive faculty and staff.

Normal work schedule is Monday – Friday, 8am-5pm. During certain times of the year, the incumbent’s schedule must be flexible in order to make sure duties are fulfilled in a timely manner.

Health Assessment Required:


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