Administrative Associate

Job Posting Title:

Clinical Trials Administrative Associate

----

Hiring Department:

Dell Medical School

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Non-Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue Until Aug 31, 2025

----

Location:

AUSTIN, TX

----

Job Details:

General Notes

The Department of Oncology at the Dell Medical School is looking for a Clinical Trials Administrative Associate.

This position is a temporary 9 month position with an end date of 08/31/2025, renewable based upon availability of funding, work performance, and progress toward goals.

Purpose

Assist with administrative tasks in the clinical research department. This position works with the Department of Oncology faculty and staff to facilitate and coordinate administrative, clinical, and financial aspects of multiple research projects. This position requires data entry, file management, document organization, gathering of essential documents, and optimizing feasibility assessments.

Responsibilities

• Work independently to obtain, abstract, and code complex clinical information from multiple sources (medical records, research records, etc.) for research subjects. Code and record information into study-specific data-capture systems (both electronic and paper-based). Resolve and answer data queries with minimal errors. Make independent judgments about the relevance of the clinical data to the research for complicated oncology research subjects.Create and maintain patient shadow charts (paper and eCharts).

• Enter completed patient visits, protocol deviations and additional data points into Clinical Trials Management System. Collaborate with members of Clinical Research Program team to ensure data entry is up to date and accurately reflects activities relating to research. Request medical records and archival tumor tissue when required from outside medical facilities. Independently develop study-specific or program data acquisition forms.Work professionally with research staff to review and correct data recorded in the case report forms. Exercise independent judgment on query resolutions.

• Principally responsible for maintaining computer spreadsheets and databases for research studies.Understanding research study flow, work with clinic staff support services and research team members. Collate and maintain clinical information from multiple sources into research charts, eCharts, study binders, etc. Help track and maintain research subject schedules based on complex protocol-specific requirements.

• Departmental newsletter creation and distribution, SOP maintenance, and update logs.

• Assist Clinical Research team with tracking laboratory sample supplies, completing requisition forms, and assembling kits for upcoming research subject visits for assigned clinical trials.Assist Clinical Research team with tracking and processing research subject samples following study specific guidelines for storage and/or shipping.

• Other related duties as assigned.

Required Qualifications

Bachelor‘s degree in a related field and 1 year of administrative level experience or high school/GED and 5 years of clerical experience. Relevant experience in the medical field. Demonstrated understanding of medical terminology. Strong computer skills, attention to detail and ability to organize work. Ability to communicate effectively both verbally and in writing, and to work effectively with colleagues, research subjects, and study sponsor representatives. Ability to work independently and to carry out complex tasks. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

More than two years of relevant experience in the medical field. Experience with data entry and databases. Knowledge of Oncology practice and terminology. Prior experience in billing compliance. Prior experience in basic processing and shipping of laboratory samples. Competency in Microsoft Office software. Knowledge of HIPAA regulations. Knowledge of Good Clinical Practice.

Salary Range

$32,000+ depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

----

Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

----

Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

----

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

----

Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

----

Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor‘s legal duty to furnish information.

----

Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

----

E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university‘s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

----

Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

---