Neurology Administrative and Research Coordinator

Howard University•Washington, DC

About The Position

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, and 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, overseas participant recruitment and data collection, and maintains meticulous documentation to support the integrity and success of research endeavors.

Requirements

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
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.
Applicants must have at least a Bachelor’s degree preferably in STEM.

Nice To Haves

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
Research and Admin exposure is desired but not required.

Responsibilities

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.
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