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IRB Administrative Assistant

Job Locations US-NY-Valhalla
Requisition ID
2025-12109
Position Type
Full-Time
Schedule Shift
1
Hours Per Week
35
Travel
10%
Category
Administrative/Office Support
FLSA Status
Non-Exempt

Overview

Assist the Director of Human Subjects Administration (HSA) in the management of the Institution's electronic system for the protection of human subjects in research including the review of confidential human subjects research protocols and consent forms. Will be directly responsible for maintaining a key confidential institutional system of records, subject to external audit by the federal government, and regulatory entities. Carry out accurately, and under pressure of deadlines, a wide range of administrative tasks in support of the research administration responsibilities of the office.

Responsibilities

Human Subjects Administration: 

  • Assist investigators and administrators with submission requirements for Institutional Review Board (IRB) submissions. 
  • Conduct preliminary review of Electronic-IRB (e-IRB) Applications and Submissions before HSA Director Review.
  • Prepare e-IRB agenda for monthly meetings of the Oncology and General Medical and Behavioral IRB panels.
  • Create Agenda Discussion Orders for bi-monthly meetings.
  • Create Financial Conflict of Interests (COI) list to present to board members and note recusals for compliance.
  • Arrange boardroom including reservations and refreshments for in person meetings (if applicable).
  • Host Zoom meetings as administrator for virtual teleconferences of bimonthly meetings.
  • Prepare and distribute all IRB notices, including stamping consent forms after each meeting.
  • Track pending items (Hospital approval, Contract, CITI/COI compliance) for all studies until finalized.
  • Release "Permission to Start" when applications are complete.
  • Assist in amending IRB policies and document templates (Research Protocols, Informed Consent Forms, etc...)

Accounting:

  • Review Executed Contracts to generate IRb invoices using the E-IRb Billing system.
  • Follow up with Sponsors on overdue fees.
  • Record received checks or wire transfers from sponsors and send memo to Restricted Funds to deposit into IRB account.
  • Work with Restricted Funds to track and locate missing funds.

Office:

  • Answer phone calls and take appropriate action.
  • Independent problem-solving so office operates smoothly.
  • Manage the IRB e-mail inbox and respond to inquiries in a timely manner.
  • Manage and update the NYMC Office of Administration Website.

Training:

  • Partiticpate in training to learn new procedures and function of new administrative software when requested.
  • Provide annual campus wide training on navigating E-IRB platform.

Qualifications

Education requirement: College degree desirable.

 

Technical/computer skills: High ethical standards, administrative ability, excellent English, writing, communication and organizational skills, knowledge of general office administration. Computer literacy including expertise with Word. Familiarity with database entry and Excel.

 

Prior experience: 2 years office experience desirable.

 

Physical demands: Can carry up to 5lbs.

Minimum Salary

USD $44,000.00/Yr.

Maximum Salary

USD $55,000.00/Yr.

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New York Medical College offers a comprehensive benefits package for full-time employees* which includes:

  • Full range of Health Plans
    • Medical Plans (choice of EPO, PPO, High Deductible HSA)
    • Flexible Spending Accounts (FSA) 
    • Dental Plans (PPO & HMO) and Vision Plan
  • Dependent Care and Transit Programs
  • Life Insurance, AD&D and Voluntary Supplemental Life Insurance  
  • Short-term and Long-term disability programs 
  • Retirement Plan (403b) - matching contribution up to 5% for eligible/enrolled employees following one year of employment (may make own pre-tax contributions immediately following employment)
  • New York Medical College Tuition Exemption Program for eligible employees, their spouse and dependent children
  • Legal plan
  • Employee Assistance Program
  • Early-Release Fridays (October - March)
  • Generous Paid Time Off
    • Vacation, Sick Leave, Personal Leave
    • Annual Holiday Schedule


    *Members of the 1199 SEIU and 32BJ unions may participate in some of NYMC’s voluntary benefits, but they participate in separate Health and Welfare benefit programs.

    New York Medical College (NYMC), a member of Touro University, is a health sciences College whose purpose is to educate clinical and public health professionals as well as researchers, to conduct biomedical and population-based research. Through its faculty and affiliated partners, the College engenders a diverse and inclusive community that promotes an atmosphere of excellence, scholarship and professionalism.

    Touro University is an equal opportunity employer. Touro University treats all employees, job applicants, and students without unlawful consideration of race, ethnicity, religious creed, color, national origin, ancestry, sex (including pregnancy, childbirth or related medical condition), age, disability, medical condition, marital status, genetic information, sexual orientation, gender, gender identity, gender expression, military service or veteran status, citizenship status, or any other classification protected by applicable federal, state or local laws. We are committed to ensuring the fulfillment of this policy in all decisions, including but not limited to, recruitment, the administration of educational programs and activities, hiring, compensation, training and apprenticeship, placement, promotion, upgrading, demotion, downgrading, transfer, layoff, suspension, expulsion and termination, and all other terms and conditions of admission, matriculation, and employment.

    Inquiries or complaints concerning the non-discrimination policies should be sent to Nicole Barnett, 202 West 43rd Street, 11th Floor, New York, New York, 10036, nicole.barnett@touro.edu (646-565-6285) or, alternatively, to the Chief Compliance Officer at compliance@touro.edu and 646-565-6000 x55330.