Mid Atlantic Retina
  • Philadelphia, PA, USA
  • Hourly
  • Full Time

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Job Description

The Research Unit of a large Retinal Practice is seeking a full time Research Administrative Assistant at their Philadelphia location.  The primary responsibility of the Administrative Research Assistant is to assist administratively in all areas of research as needed. 

Essential Functions

Primary duties include software management, creating and reconciling invoices, and assuring clinical trial agreements and payment terms are cohesive between practice and sponsor.  This position will be responsible in assisting with study acquisition and act as the liaison between the Ophthalmology Practice with sponsors and vendors.

  1. Regular and predictable on-site attendance required.
  2. Assist with Study start-up documentation (Feasibility Questionnaires, obtaining CDA, scheduling site visits).
  3. Maintain the filing system for all studies in Research, including the most recent Clinical Trial Agreements, sponsor payment records and vendor charges.
  4. Set up agreements and fee schedule with vendors for protocol specific needs.
  5. Maintain monitor schedules, physician IRB schedule, teleconferences, quarterly conference calls, staff meetings.
  6. Create and distribute meeting minutes.
  7. Open and distribute mail.
  8. Office supply ordering and reconciliation; maintain list of research specific approved items.
  9. Answer and triage phone calls.
  10. Update website.
  11. Manage referral emails and distribute.
  12. Maintain enrollment reports for SharePoint.
  13. Assist with copies for research agenda and filing for regulatory materials.
  14. Track and invoice for all grants.
  15. Accounts Receivable duties for department.
  16. Accounts Payable duties for department.
  17. Study Manager (Research Software) database management.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.


  1. Problem solving/analysis - Identifies and resolves problems in a timely fashion
  2. Organizational skills
  3. Ability to multi-task
  4. Excellent oral and written communication skills
  5. Ability to function independently
  6. Attention to detail
  7. Sound administrative knowledge
  8. Computer literacy (Microsoft Office)

Supervisory Responsibility

This position has no direct supervisory responsibilities, but does serve as a coach and mentor for other positions in the department.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk, communicate verbally in front of groups, 1:1 and over the telephone and in email.  The employee will also be required to engage in interactive communication with employees, typically hearing and reading / responding to their emails.

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, bend and reach open filing cabinets and bend or stand on a stool as necessary.

Position Type/Expected Hours of Work This is a full-time position.


Travel is estimated to be 10%  with advance notice for this position.

 Required Education and Experience

  1. Two years experience in business administration

EEO Statement

MAR is a proud Equal Opportunity Employer.

Mid Atlantic Retina
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