Program Assistant

Heluna Health•San Francisco, CA

About The Position

Heluna Health is hiring a full-time Program Assistant for Bridge HIV, a grant-funded research unit affiliated with the San Francisco Department of Public Health and the University of California San Francisco. Bridge HIV conducts research in HIV vaccine and prevention science, HIV epidemiology, medication adherence, sexually transmitted infection prevention, and research training. The Program Assistant will work under the direct supervision of the Senior Clinical Research Coordinator as part of a team conducting HIV preventive vaccine, HIV pre-exposure prophylaxis (PrEP), and other biomedical HIV and sexually transmitted infection prevention studies. Employment is provided by Heluna Health. The position is temporary, full-time, grant-funded, and benefits-eligible, with a pay rate of $38.03 per hour. The role provides programmatic, data, and administrative support for research studies. Duties include reviewing research records for accuracy and protocol compliance; supporting databases and data collection systems; entering data; managing data queries and quality activities; handling participant stipends; coordinating training, events, and off-site study activities; and maintaining study documentation and participant confidentiality. The Program Assistant also performs administrative and reception-related tasks and participates in team meetings and working groups. The employee works in a shared, indoor, temperature-controlled office setting and is subject to blood-borne pathogen hazards. Early evening hours may be required.

Requirements

Demonstrated strong commitment to anti-racism and health equity.
At least 1 year of experience performing general programmatic and/or administrative work.
Strong attention to detail and organizational skills.
Ability to learn, interpret, and follow administrative and departmental policies, complex study protocols, and local and federal laws and regulations.
Proficiency with MS Word, Excel, PowerPoint, and Access, and willingness and ability to learn new computer programs, including REDCap, as needed.
Excellent analytical, organizational, administrative, and communication skills.
Sound judgment, troubleshooting skills, and creative problem-solving ability.
Ability to manage multiple assignments and produce materials on tight deadlines.
Ability to take individual initiative and collaborate effectively on teams.
Knowledge of and sensitivity to diverse communities, particularly communities of color and people who identify as gay, lesbian, bisexual, transgender, non-binary, or genderqueer.

Nice To Haves

Experience in a health-related field, particularly HIV/AIDS research, harm reduction, and community-based initiatives.

Responsibilities

Review informed consents, lab results, electronic case report forms, and checklists for accuracy, completion, and protocol compliance, and liaise with the clinical team to make necessary corrections.
Support the development and management of research databases, including REDCap, and data collection systems, including Qualtrics.
Enter study data into electronic databases.
Manage queries from the data management center, note adverse trends, and help address trends and provide additional staff training as needed.
Participate in ongoing quality management activities and audits.
Prepare, track, and account for participant monetary stipends.
Schedule and plan training and events, including coordinating participant travel, securing meeting space, and addressing audio/visual needs.
Support off-site study activities, including accompanying participants to procedures, couriering lab specimens or study products between locations, and supporting study visits on a mobile van.
Collaborate and cross-train with the Investigator-Driven Studies Program Assistant as needed, including on tasks such as insurance navigation.
Reproduce, file, submit, and organize study forms while maintaining participant confidentiality.
Assist with study maintenance, including requesting medical records, managing off-site storage, and taking minutes at team meetings.
Perform receptionist duties and mail and courier tasks, and act as a liaison for the team with internal partners.
Create and maintain Word documents, graphics, and spreadsheets; perform data entry and literature searches; and order supplies in coordination with the Receptionist/Office Manager.
Actively participate in weekly team and All Staff meetings.
Assist with facilitating team meetings.
Participate in Bridge HIV standing meetings and working groups as needed.
Perform other duties as assigned.