Research Administrative Assistant

Summary:

At VCU, we Make it Real through learning, research, creativity, service and discovery - the hallmarks of the VCU experience. A premier, urban, public research university nationally recognized as one of the best employers for diversity, VCU is a great place to work. It's a place of opportunity, where your success is supported and your career can thrive.

The VCU Institute for Drug and Alcohol Studies (IDAS) advances multidisciplinary research and training on the neuroscience of addictions and related neurobehavioral disorders. The Research Administrative Assistant provides specialized support to the research clinic and administrative offices by managing all aspects of participant compensation (includes management of petty cash and pre-pay card programs and initiating check payment processes), participant scheduling, participant recruitment activities, and other activities that directly support the research enterprise.

Most work is on-site with some days dedicated to remote work.

Typical Duties:

Research Participant Compensation: The incumbent provides specialized support to the CARI research clinic and administrative offices by:

Managing the department’s research participant compensation program for assigned studies, which includes serving as the department’s primary petty cash custodian
Maintaining the required petty cash documentation for assigned study funds in accordance with departmental and Treasury Office policies.
Managing the department’s research prepaid card program, a reloadable debit card program through the Office of the Vice President for Research & Innovation (OVPRI), for approved payments to research participants.
Processing one-time check payments (through VCU Procurement RealSource system) for research participants for assigned studies.
The above duties require financial acumen and attention to attention to detail to ensure correct amounts are paid from the appropriate studies and all university policies and procedures are followed to safeguard funds

Participant Liaison: Serves as the primary administrative contact for study team personnel for those activities that are participant focused. These include, but are not necessarily limited to:

Ordering meals for research participants when required by the research study protocol and/or length of stay at the research location
Making hotel reservations for participants when overnight accommodations are required by the study
Making appropriate transportation arrangements, such as taxi reservations, for participants as requested by study teams.
The above duties will require the incumbent to have knowledge of/access to a purchasing card and VCU Procurement’s RealSource system to complete and provide payment for the above transactions.

Support Participant Recruitment Activities: Incumbent will work with study teams to help with the administrative needs of participant recruitment activities. Specific responsibilities include:

Initiating Institutional Review Board (IRB) approved recruitment advertising for research studies for radio, television and other local media. This requires collecting and compiling all documentation required for successful submission to the vendor and VCU Procurement via RealSource.
Initiating IRB approved recruitment advertising for research studies for social media, such as Facebook campaigns. This requires collecting and compiling all documentation for successful submission to vendor using VCU purchasing card.
Assisting with ResearchMatch email campaigns for designated studies.
The above duties require a basic understanding of human subjects’ research and study schedules for all research studies currently active at IDAS.

Front Desk Reception & Appointment Scheduling:

Greet participants and other visitors courteously and notify study staff upon arrival. Maintain the reception area in a professional and presentable manner, ensures the area is attended during business hours. Receives packages and mail delivery, notifying recipients as appropriate.

Answer primary CARI phone line, transferring calls to appropriate parties or/and advises callers of the availability, or taking messages as needed. Includes maintaining and retrieving voice-mail messages and forwards to appropriate recipients as needed.

As needed, incumbent may assist study teams with scheduling research participants for initial and follow up appointments. This may also include providing reminder calls and notification (email or text) of these scheduled appointments and follow-up or missed appointments in order to retain participants in the study.

Other duties as assigned

Minimum Qualifications:

Ability to perform a variety of duties related to administrative and fiscal support.
Ability to work with and account for large amounts of cash.
Proficient with Microsoft Word and Excel.
Strong organizational skills, and excellent attention to detail.
Strong customer service skills
Effective communicator with the demonstrated ability to explain complicated issues clearly, succinctly and persuasively, both verbally and in writing.
Ability to prioritize and multi-task work, work independently and take initiative when required.
Ability to be an effective team member
Ability to handle confidential information, exercise sound judgment and work in a diverse environment.
Demonstrated experience working in and fostering a diverse faculty, staff and student environment or commitment to do so as a staff member at VCU.

Preferred Qualifications:

Experience with VCU RealSource and Banner.
Familiarity with University and State procurement regulations and VCU travel policies.
Experience with bank reconciliations.
Supplemental education in bookkeeping, accounting or related field

Salary Range: $35,000 - $46,000




Position Details:

Department: Institute for Drug and Alcohol Studies (IDAS)
Employment Type: UF - University Employee FT
Research Job Family: General Administration - Administrative Coordinator GA 1 (19031)
Restricted Status: YES
FTE: 1
Exemption Status: Non-Exempt
ORP Eligible: NO