Neurology Administrative and Research Coordinator

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff "for fit" makes significant contributions to Howard University's overall mission. At Howard University, we prioritize well-being and professional growth.

Here is what we offer:

Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support Work-Life Balance: PTO, paid holidays, flexible work arrangements Financial Wellness: Competitive salary, 403(b) with company match Professional Development: Ongoing training, tuition reimbursement, and career advancement paths Additional Perks: Wellness programs, commuter benefits, and a vibrant company culture

Join Howard University and thrive with us! https://hr.howard.edu/benefits-wellness

JOB PURPOSE:

As an integral part of the Department of Neurology, the Administrative and Research Coordinator provides a range of administrative support to the Department Chair and multiple faculty in the Department of Neurology at Howard University. Responsibilities include:

• Assisting with daily administrative operations
• Coordinating and scheduling complex appointments and meetings
• Coordinating travel and preparing associated materials
• Preparing correspondence
• Compiling data
• Coordinating special projects and events
• Records maintenance

This position will be responsible for monitoring departmental academic and research budgets and business affairs, personnel matters and interpreting policy and procedures. The position will perform duties of a sensitive and confidential nature. Incumbents typically work at a high degree of independence with general direction and supervision received from the Department Chair. This position also plays a pivotal role in the administration and execution of research projects, ensuring that studies are conducted efficiently, ethically, and in compliance with regulatory standards. Serving as a liaison among investigators, participants, and regulatory bodies, the admin and research coordinator manages daily operations, oversees participant recruitment and data collection, and maintains meticulous documentation to support the integrity and success of research endeavors.

SUPERVISORY AUTHORITY:

Responsible for orienting and training other administrative hires, as needed in the future. May also be responsible for acting in a "lead" or "senior" capacity over clerical positions performing essentially the same work, or related technical tasks. May involve supervision of entry-level research coordinator(s) or research fellow(s).

NATURE AND SCOPE:

The principal duties and responsibilities of the Administrative and Research Coordinator include, but are not limited to:

• Compose and prepare correspondence as well as assist in writing and preparation of manuscripts, grants, questionnaires, journal reviews, presentations, reports, letters, and memos for the Chair's review and signature.
• Read email and coordinate office communications ensuring timeliness and accuracy.
• Screen and provide telephone coverage for the Chair, Faculty, and administrative offices.
• Represent the Chair in meetings, take dictation, minutes, notes, and prepare final copy for review and arrange department meetings.
• Create graphic brochures, posters, signs, labels for conferences, newsletters, invitations, and presentation slides for the department.
• Assist the Chair with activities relating to the University/College of Medicine, the Faculty Practice Plan (FPP), and the Hospital (HUH) (see below).
• Assist the Chair in the preparation of all faculty appointment, promotion, and tenure applications and performance evaluations (e.g. OPPE).
• Assist with departmental development/philanthropic projects and continuing medical education (CME) conferences.

Internal contacts include students, faculty, and staff. External contacts include study sponsors, clinical trials staff, patients, parents, hospital officials, local health departments, community providers, and the general public.

PRINCIPAL ACCOUNTABILITIES:

• Assist and submit Attending Physicians OPPE and FPPE
• Coordinate Attending Physicians and staff work requests for facility maintenance or housekeeping
• Coordinate CME activities and other events
• Coordinate Department Events, on and off-campus
• Prepare annual and operational reports for the Chair's approval
• Prepare and compile department appointment/re-appointment/promotion/tenure documents
• Honors & Oath (medical school graduation) ceremony: order regalia, order plaque, and submit check request for neurology prize recipient
• Assist faculty with grant applications
• Prepare and submit expense vouchers, arrange travel schedules
• Submit Attending Physicians leave slips
• Submit Attending Physician Clinic schedule changes
• Prepare and assist with the development of department budget and proposals
• Prepare and submit external and internal letters, memos, and/or forms for Attending Physicians
• Facilitate Attending Physicians and staff computer, printer issues
• Maintain Attending Physicians on-call schedule
• Order Neurology office supplies/furniture
• Manage vendor relationships and contracts for hardware, software, equipment, and services
• Coordination of purchase and maintenance of departmental equipment and licensing agreements
• Manage overall department appearance: painting, seasonal decorations
• Coordinate departmental fundraiser(s) and annual alumni donation campaign
• Maintain accurate alumni contact list
• Coordinate physician attendance at community health fairs
• Create and disseminate quarterly departmental alumni newsletter
• Maintain and distribute Attending Physicians license and malpractice insurance status
• Facilitate hiring and onboarding of new faculty
• Schedule meetings for Chair and faculty
• Support and represents the Chair at meetings in her absence
• Assist with maintenance of departmental PR initiatives and social media platforms
• Facilitate the efficient, ethical, and regulatory-compliant conduct of research in the department of dermatology:
• Ensure study is compliance with local and federal laws and regulations
• Create and/or maintain all documents and records related to the study
• Act as a liaison between the PI and study sponsor
• Prepare for site visits, regulatory visits, and audits
• Maintain accurate records, including regulatory binders
• Conduct patient recruitment and follow-up for research studies
• Data gathering and entry for research studies
• Prepare and submit IRB applications
• Collect and store study samples
• Manage study budgets and purchasing
• Assist with organizing research/educational conferences
• Attend and present at dermatology and/or research conferences
• Complete required training in research methods and regulatory compliance
• Recruit and screen potential study participants and perform intake assessments
• Act as a point of reference for study participants by answering questions and keeping them informed of the study progress
• Manage the inventory of equipment and supplies related to the study and order more as needed
• Attend meetings, events, and seminars to promote studies
• Collect specimens and input data and patient information into electronic systems
• Create reports on each study, including notes on protocols, workload, data collection, and other reports as needed

The above reflects the general duties considered necessary to describe the principal functions of the job and shall not be considered a detailed description of all work that may be assigned by the director or that may be inherent in the position.

CORE COMPETENCIES:

• Ability to exercise discretion and ensure a high level of confidentiality
• Excellent written and verbal communication skills
• Superior organizational and time management skills
• Capable of working independently with minimal supervision
• Capable of working as part of a team
• Skilled with standard computer programs including the MS Office Suite
• Research experience, including use of RedCap and statistical software preferred, but not required
• Ability to speak a second language is an asset, but not required
• Understanding of medical terminology as well as standard clinical procedures and protocols
• Clinical experience preferred but not required
• Advanced knowledge of office and administrative practices and principles
• Ability to operate a fax, copier, scanner, telephone, computer
• Skill in typing and the operation of computers, related software applications (e.g. Microsoft Suite, Zoom etc.)
• Knowledge and skill in managing websites and professional social media content
• Ability to problem solve and make decisions
• Ability to adapt to changes in office technology and software to ensure efficient office practices
• Ability to exercise discretion and ensure a high level of confidentiality
• Excellent verbal and written communication skills (a writing sample may be requested after the interview)
• Strong organizational skills, flexibility, motivation, ability to multitask
• The ability to work independently, establish and maintain effective harmonious work relations with faculty, staff, students, and the general public

MINIMUM REQUIREMENTS:

Applicants must have at least a Bachelor's degree preferably in STEM. Research and Admin exposure is desired but not required.

Note: This position description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The university has the right to revise this position description at any time. This position description is not be construed as a contract for employment. Compliance Salary Range Disclosure Expected Pay Range: $72,727 - $80,000