IRO Administrative Assistant II - Funding and Training Support

Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutch’s pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation’s first and largest cancer prevention research program, as well as the clinical coordinating center of the Women’s Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.

 

The Institutional Review Office (IRO) Administrative Assistant II position is a full-time, permanent position providing general administrative support to the IRO management team (IRO Director, IRO Assistant Director, and IRB Operations Manager). The IRO Admin Assistant II is also responsible for supporting the IRO with two main areas of focus:

1. verifying human subjects research and animal welfare research approval using the Funding Verification and Activation Form (FVAF), and
2. providing administrative support for the IRB human subjects and Good Clinical Practice (GCP) training program

Job components include repeated, high-volume, detailed administrative support; exceptional familiarity with MS Office; ability to quickly learn new software programs and databases; special tasks as necessary to support the staff and functions of the IRO.  This position reports to the IRO Director.

General Duties Required to Support the IRO Management Team:

• Assist the IRO management team with scheduling meetings, conference calls, reserving conference rooms, etc.
• Work closely with, and in support of, the Chairs by serving as the coordinator and recording secretary for IRO subcommittees
  • Consult with the IRO Director on preparation of the agenda for subcommittee meetings
  • Draft meeting minutes within two days but no later than a week of the subcommittee meeting
  • Follow-up on all IRO subcommittee action items in a timely manner
• Support the IRO Director in fulfilling all responsibilities as defined in the Office of Director Policy on Human Research Protection Program
• Assist the IRO Director and other IRO staff, when needed, with submitting expense reports; travel and conference management
• Prepare presentations as required by the IRO Director

 

Verification of Funding and IRB/IACUC Approvals:

• Confirm all funding source documents (FSDs) awarded have valid approval dates for human and animal research protocols:
  • Confirm that funding has appropriate IRB and IACUC approvals via processing the Funding Verification and Activation Forms (FVAFs) and Attachment B’s
  • Update funding information in the IRO database in response to no-cost extensions and information from the FVAF
• Provide IRB/IACUC Certification Letters as requested by the Fred Hutch Office of Sponsored Research (OSR) or Funding Agencies and Sponsors.

 

Human Subjects (HS) Training/GCP Training and Tracking

• Set up and manage logistics for on-going in-house Human Subject Training lectures such as:
  • Schedule rooms, request appropriate A/V equipment
  • Coordinate additional needs – such as catering, copies of materials
• Maintain IRO training records in the Learning Management System (LMS) for Fred Hutch (i.e., human subjects and Good Clinical Practices [GCP] training)
• Provide or confirm completion or certification letters of HS or GCP training, as requested by staff or OSR
• Notify IRO Assistant Director of expired HS training and GCP training for Fred Hutch personnel in accordance with IRB policies
• Coordinate updates to Fred Hutch CITI Program account

 

General IRO duties

• Coordinate outside visitors to the Fred Hutch IRO office (e.g., WIRB Fellows, UW Students, International visitors, etc.)
• Answer and route incoming calls
• Take minutes at all staff meetings
• Provide other needed support, as delegated by the IRO Director
• Provide backup support for the Admin. Asst. I for the following tasks:
  • IRB member stipend processing
  • IRO supply ordering

• Bachelor’s degree with a minimum of three years administrative experience or 4 years of progressively complex relevant experience may substitute for educational requirement, high school degree or equivalent is required

• Excellent organizational and communication skills
• Attention to detail a must
• Proficiency in word processing and previous experience with MS Office programs (especially Word, Access, Excel) required
• Ability to lift 25 pounds
• Ability to read documents
• Familiarity with legal and medical terminology preferred

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to our Employee Services Center at escmail@fredhutch.org or by calling 206-667-4700.