Special Projects & Office Asst

at  University of Minnesota

Required Qualifications:
BA/BS or a combination of related education and work experience to equal four years. Access to EFS or ability to successfully complete required basic accounting courses required for EFS access.
Preferred Qualifications:
Previous IRB or human subjects research experience. Familiarity with the UMN IRB Submission system, ETHOS. Knowledge of UMN IRB’s policies and procedures. Knowledge of the HRPP Toolkit. High level of proficiency with Google Docs, Microsoft Word, Microsoft Excel, and Adobe Acrobat.
Job Title: Administrative Associate 1
Working title: HRPP Administrative Specialist
Job Code: 8208A1
Reports to: HRPP Operations Manager
Responsibilities: The Human Research Protection Program (HRPP) Administrative Specialist provides essential support to the administration and operations of the HRPP Office. This role develops and oversees operational workflows, provides high-level support to PIs and research team members regarding IRB processes and policies, supports HRPP’s financial management including PCard reconciliation and submitting journal vouches to collect IRB service fees, manages the daily flow of IRB submissions to IRB analysts, processes IRB minor modifications ensuring submissions comply with IRB regulations, responds to emails and phone calls by addressing questions and concerns or triaging to appropriate HRPP staff members, and supports the management of key HRPP processes, including the HRPP toolkit and IRB member evaluations and communications.
Work Location Profile:
The Research and Innovation Office (RIO) and HRPP endorses a “work with flexibility” approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. Work location options include working fully remote, partially remote, or entirely in the office and are based on the work of the position. Some on-site work may be necessary for certain positions, even those designated as fully remote.
This position has been designated as 4. Profile 4 is expected to work fully remotely with the exception of required attendance for on-site events. Your dedicated workspace will be in your remote work location. HRPP management retains the right to modify flexible work arrangement agreements on a temporary or permanent basis for any reason at any time.
Typical Tasks:

Process IRB Modifications - 20%

• Daily review of minor modifications to IRB studies in ETHOS as an appointed IRB member

o Ensure research staff added to IRB studies have completed the required IRB training
o Process staff changes and study closures
o Work with researchers and PIs to address issues with submissions

ETHOS Reporting and Investigator Follow-up – 15%

• Develops and oversees administrative and operational workflows to manage projects
• Pull weekly reports in ETHOS on investigator response time and lapsed studies

o Communicates with PIs regarding response time expectations and study closure requirements
o Withdraws submission or administratively closes studies if PIs to not adhere to expectations and regulations

HRPP Customer Service– 15%

• Answers HRPP mainline phone number, answering questions or triaging calls, as appropriate
• Answers researcher questions via email
• Reviews and processes requests for ETHOS accounts

Triage IRB Submissions – 15%

• Daily triage and submissions to IRB analysts

o Perform a high-level analysis of submissions to ensure readiness for analyst review
o Assign submissions in the “unassigned” tab in ETHOS based on submission type, analyst workload, and expertise
o Track assignments to each analyst, including the number and type of submissions assigned
o Assign submissions to HIPCO and Fairview Ancillary Review as applicable
o Provide feedback and analysis to IRB Assistant Directors and IRB Analysts regarding workload and workflow

EFS Support – 15%

• Weekly review and processing of HRPP expenses and payments

o Reconcile HRPP expenses on the PCard

o Pull reports on B&I fee eligible studies, contact study team members on payment requirements, and create and submit vouchers for B&I fee payment

• Assist the HRPP Operations with the annual payment of IRB members, including creating contracts for professional service
• Establishes vendors in EFS

HRPP Projects– 10%

• Semi-annual management of changes to the HRPP Toolkit with the IRB Assistant Director
• Annual support for the HRPP Operations Manager with IRB member evaluation and payments

Other Projects as Assigned – 10%
The program’s most basic function is to develop and implement policies and practices that ensure the adequate protection of research participants. The group within the HRPP that carries out each function may vary according to the specifics of the research protocol:
comprehensive review of protocols
ethically sound participant-investigator interactions
ongoing (and risk-appropriate) safety monitoring
quality improvement (QI) and compliance activities
The Community Oversight Board provides guidance in the protection and engagement of research participants.
Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.
Additional documents may be attached after application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and Attachments” section.
To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.
The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.
The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu
Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
The University of Minnesota, Twin Cities (UMTC)
The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation’s most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America’s Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022)

Please refer the Job description for details