Medical Admin Assistant I

at  Icon plc

ICON plc is a world-leading healthcare intelligence and clinical research organization. From molecule to medicine, we advance clinical research providing outsourced services to pharmaceutical, biotechnology, medical device and government and public health organizations.
With our patients at the center of all that we do, we help to accelerate the development of drugs and devices that save lives and improve quality of life.
Our people are our greatest strength, are at the core of our culture, and the driving force behind our success. ICON people have a mission to succeed and a passion that ensures what we do, we do well.

THE ROLE:

• Complete all departmental project activities accurately in accordance with ICON SOPs, Project Specific Procedures, regulatory requirements, and Sponsors processes.
• Distribute safety reports to Sponsors, sites, and applicable ICON personnel in accordance with Standard Operating Procedures and Project Specific Procedures
• File all documents within allotted timeframes, including maintenance of project mailboxes and maintenance of TMF and E-TMF.
• Maintain data entry for safety event and miscellaneous tracking logs for all current projects
• Assist with organization and planning of meetings (room planning, set-up, and attendee logistics), including preparation and distribution of presentations, agendas, and meeting minutes, as requested.
• Distribute all subject specific material to appropriate ICON staff
• Daily entry into, and maintenance of, appropriate tracking systems (e.g. SAE/safety event tracking systems)
• Handle mailing activities (Couriers, Post Room etc.)
• Answer SAE Hot Line, and other departmental phone lines as necessary; document contacts and submit to appropriate personnel
• Maintain departmental and global calendars as required
• Perform archiving activities and as required
• Updating and maintenance of project information systems
• Perform regular testing of fax numbers and e-mail addresses
• Maintenance, coordination and updates of eRooms
• Coordination of translation of documents for projects
• Generation of monthly Planview/Timesheet reports for individuals and projects, including authorisations and data entry for new projects
• Tracking of RFP’s and New Awards and distribution of information to relevant teams
• Travel bookings
• Completion of expense reports for PV & Safety Services staff
• Completion of monthly metrics
• Handling requests for literature and articles
• Coding of invoices in invoicing system and submission for approval
• Maintain office supplies and equipment
• Assist with generation/distribution of project specific procedures
• Attend project team and Sponsor meetings and teleconferences as required
• Perform other activities as identified and requested by management

TO BE SUCCESSFUL IN THE ROLE, YOU WILL HAVE:

• High school diploma or equivalent
• Excellent computer skills (Microsoft Word, Excel, Outlook, Access)
• Familiarity with standard office equipment
• Excellent communication skills
• Detail-oriented
• Fluent in written and verbal English
• Excellent organizational skills
• Knowledge of medical terminology (basic)
• Ability to work effectively independently and within a team environment
• No pharmacovigilance experience required