IBC Specialist 1

Job Summary

Provide administrative support for the review of recombinant DNA research by an Institutional Biosafety Committee (IBC). Each IBC Specialist is paired with a Biosafety Analyst responsible for providing the scientific and professional support for the IBC review, and each team is assigned to specific clients and projects. Emphasis on data handling, tracking, organizational skills, and communication with internal and external clients.

Essential Duties/Responsibilities

• Process client submissions for IBC Review.
• Collect required documentation from clients as needed for IBC Review, Continuing Review and Closure.
• Maintain continuing review records; follow up incomplete, inaccurate, or delinquent reports, obtaining supplemental information as necessary; provide complete and timely reports.
• Maintain complete, accurate, and well-organized department files according to department standard.
• Maintain client documents; create and maintain online meeting resources.
• Correspond with members and clients to request meeting availability.
• Attend meetings assigned and inscribe non-technical content meeting minutes.
• Assist in recruiting external participants (e.g., consultants, committee members, and site inspectors); contribute to providing information to qualified candidates.
• Collect required documentation from members and external maintain member files.
• Prepare, complete, and track rosters for required submissions (e.g., to regulatory bodies or clients); prepare other similar reporting as necessary.
• Communicate directly with corresponding personnel at regulatory bodies or clients to facilitate compliance with regulations and other agreements.
• Distribute meeting notices and track responses, prepare agendas, prepare and ensure distribution of meeting information.
• Prepare and coordinate distribution of final signed minutes, letters, reports, and other documents.
• Verify billing accuracy, and prepare invoices for both payables (external participants) and receivables (clients) for review and approval.
• Serve as information and training resource for Support Staff.
• Answer phones and screen correspondence; appropriately route inquiries according to department procedures.
• Attendance and punctuality are essential functions of the position.
• Other duties as assigned by supervisor.

Education Requirements

Associate degree (A.A.) or equivalent from two-year college or technical school and two years office experience supporting a member of an executive management team, or four years' related experience and/or training, or equivalent combination of education and experience.

Qualifications/Experience

• Knowledge and proficiency in MS Office programs.
• Must be quickly able to become proficient in new computer applications, and assist novice users.
• Experience developing or working with databases is highly desirable.
• Must not be debarred from participating in research.
• Experience developing or working with databases and SharePoint is highly desirable.
• Previous experience with IBCs or another research- or clinical-based regulatory operations a plus.

Travel Requirements: 0 - 5%