Job ID: 2019-10329 Type: Full-Time # of Openings: 1 Category: Administrative Support
Reporting to the Director of RIA, the Administrative Services Manager (ASM) will provide administrative, compliance, management and special projects support to the RIA office of ~12 professionals (including contractors) assigned to the Institutional Review Board (IRB), the Institutional Animal Care & Use Committee (IACUC), the Institutional Biosafety Committee (IBC), Conflict of Interest (COI), Post-approval Monitoring (PAM), and the electronic management systems that support these function. These highly visible regulatory functions are essential to the research mission of Princeton University. The ASM will interact with other groups within the Office of the Dean for Research (DFR) as well as other research departments across campus to contribute to the development of RIA as a primary partner & service-provider in DFR. The ASM will manage the operational budget and take on increased roles in managing the day-to-day operations necessary to support the committees including personnel and committee management, building operations, departmental outreach, technical expertise and support, and in the testing, launching, implementation and ongoing support of our electronic management systems and website.
Primary liaison for human resource transactions and requirements including but not limited to bi-weekly and casual staff
Coordinates all aspects of on- and off-site compliance workshops and meetings as well as team-building events.
Serves as key conduit for incoming phone & email queries concerning research involving human, animal, or biohazardous materials, & conflict of interest. Direct them to the appropriate location on the website, or otherwise direct them to an appropriate individual who can provide the correct assistance.
Performs general office management responsibilities, including but not limited to: office supply ordering & inventory, determining daily priorities; arranging meetings; making travel arrangements; handling special events; filling out & submitting expense forms.
Manages complex & dynamic schedules of the Director by determining priorities in calendaring appointments & activities. Organizes & sets priorities balancing a variety of complex tasks, meetings, and inspections, including a high volume of regularly occurring work & a constantly changing array of special projects & calendar demands
Acts as primary liaison for all HR transactions & requirements
Assists in the collection, production, & dissemination of materials for meetings & events Organizes staff meetings, including taking minutes & following up with staff regarding any action items
Acts as liaison & communication coordinator between RIA & the other departments within the Office of the Dean for Research or other University offices and departments
Hires, trains, and pays work-study-students and summer interns, and casual hourly employees
Manages consultant payments
Manages time-out-of-office including CALM reporting and internal calendars
Creates and updates marketing materials for use at student and training events
Building maintenance point person and emergency coordinator
Oversees records retention and destruction implementation for RIA
Other administrative duties as assigned
Compliance Oversight and Function
Strong working knowledge of the electronic management system(s) used to support IRB, IACUC, IBC, & COI. Be open to training on new or existing system(s).
Provides backup to compliance administrators using eRIA protocol management system and SharePoint
Assists in preparation of annual reports & facility inspections, PHS & Federal-wide assurances, oversee appointment letter production & distribution, verify & ensure training requirements stated on protocols under consideration, facilitates & assists in workflow & backlog management within the various compliance functions as needed
Maintains database & log of important dates required for regulatory compliance including, but not limited to: annual report to the USDA, FWA for IRB, PHS Assurance statement, Fish & Wildlife Service license, AAALAC annual report, etc.
Assists in the formatting of key programmatic policies, guidelines & descriptions including, but not limited to, the program of animal care, human subjects research, and the disaster recovery plan
Assist with taking minutes during the conflict of interest in research panel meeting
Assists with preparation of reports, both internally and externally, for regulatory agencies.
Other compliance oversight functions as assigned
Financial manager responsible for overseeing operating and SAGIT (Strategic Advisory Group on IT) budgets
Oversees and maintains all office purchases including computer hardware
Establishes consistent process to track charges by individual, committee, or chart string
Enters receipts and entries, reconciles monthly in Prime
Works with Director and DRF Assistant Director for Finance and Administration to establish annual budget and reconciles at end of year
Provides monthly updates to key staff to ensure the remain with allocated budget
Collaborates with SAGIT project managers to manage budgets
Other budget functions as assigned
Electronic Management System and Web site
Contributes to process and map development
Participate in the active planning, development, & implementation of new forms, processes, and metrics in support of the IRB, IACUC, IBC, and COI
Assist with data migration & archive of regulatory materials associated with the IACUC, IRB, IBC, & COI
Assists in performing testing for quality assurance, new rollouts, user experience
Assists in the administrative and intake reviews, followed by routing, of various research protocols involving human, animal, & biohazardous materials
First tier customer services for issues relating to research protocol electronic management system (eRIA)
Oversees and maintains Drupal websites for each of the sub-groups within RIA
Responsible for maintaining website accessibility
Other electronic management system and web site functions as assigned
5+ years of relevant experience providing administrative support
Strong desire and ability to be service oriented amongst a diverse group of students, staff, and faculty in a variety of regulatory and compliance situations.
Exceptionally strong communication skills, both orally and through written format (email, memo, report-writing, etc.). Ability to draft correspondence and presentations on behalf of senior staff.
Desire to learn; attend continuing education in the arenas of animal, biohazardous materials, conflict of interest and human subject matter regulation and compliance.
Strong computing and database management skills to handle large volumes of data (research protocols). Ability to learn new EMS in support of administrative, metric-gathering, and report generation and writing in support of IACUC, IRB, IBC, and COI.
Ability to handle multiple tasks within a heavy workload and who does not hesitate in assisting others as circumstances may require
Excellent organizational skills and ability to manage multiple priorities in a fast paced, changing environment
Meticulous attention to detail and accuracy in matters of proofreading, document processing, and relaying messages
High degree of judgment, tact, and professionalism as well as a profound respect for the confidentiality of the documents and communications involving the office
Ability to be proactive and demonstrate initiative; ability to work independently, accurately, and exercise discretion
Ability to plan ahead and anticipate needs of the Director and the office
Strong work ethic; commitment to completing work on a timely basis
Flexibility; resourcefulness; adaptability to changing needs and demands; willingness to work longer hours as circumstances require
Working knowledge of Microsoft Office suite of applications (Word, PowerPoint, Excel, Access, Visio, SharePoint, e-mail (Outlook), web browsers, web applications, PeopleSoft, internet and communications tools.
Ability to create, produce, and securely maintain highly sensitive, confidential information.
A bachelor's degree is required. The final candidate will be required to successfully pass a background check.
Prior work experience in providing administrative support to a senior administrator with exposure to working in a regulatory environment
Experience within the administration of Princeton University or another college or university
Knowledge of Princeton University internal systems including InfoWarehouse, PeopleSoft Purchasing System, PeopleSoft Financials
Regulatory background knowledge in the following area or areas: IRB, IACUC, IBC, and/or COI
Support for basic research involving animal, human, biohazardous agents, and conflict of interest
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW
Internal Number: 109852539
About Princeton University
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.