Coordinator I , IBC

Company Information 

At Advarra, we are passionate about making a difference in the world of clinical research and advancing human health. With a rich history rooted in ethical review services combined with innovative technology solutions and deep industry expertise, we are at the forefront of industry change. A market leader and pioneer, Advarra breaks the silos that impede clinical research, aligning patients, sites, sponsors, and CROs in a connected ecosystem to accelerate trials. 

Company Culture  

Our employees are the heart of Advarra. They are the key to our success and the driving force behind our mission and vision. Our values (Patient-Centric, Ethical, Quality Focused, Collaborative) guide our actions and decisions. Knowing the impact of our work on trial participants and patients, we act with urgency and purpose to advance clinical research so that people can live happier, healthier lives.  

At Advarra, we seek to foster an inclusive and collaborative environment where everyone is treated with respect and diverse perspectives are embraced. Treating one another, our clients, and clinical trial participants with empathy and care are key tenets of our culture at Advarra; we are committed to creating a workplace where each employee is not only valued but empowered to thrive and make a meaningful impact. 

Job Overview Summary  

The IBC Coordinator will provide end-to-end support of IBC submissions and Committee activities.  While the primary objective is to manage the preparation of IBC submission material prior to and following Committee review, this position will also provide administrative support in the preparation and facilitation of Committee meetings, onboarding new Committee members, recording and oversight of meeting minutes and maintenance of site databases. 

Job Duties & Responsibilities  

• Efficiently manage IBC submissions and outputs, ensuring quality and turn-around times are maintained 
• Prepare, maintain and process accurate and complete client files and database tracking 
• Continually proof documents and make assessments to ensure high quality and minimal changes   
• Identify issues for escalation and collaborate with management and/or team members to resolve appropriately  
• Establish and maintain client and member relationships, proactively communicating to answer questions, facilitate the process and manage expectations 
• Provide submission support to clients by clearly communicating the IBC submission requirements and process  
• Proactively schedule and provide submission demos in the submission platform 
• Provide administrative support to the IBC meetings 
•  Assist in the scheduling of meetings 
• Facilitate written and oral communications with members and consultants for expert and consultation reviews  
• Ensure meeting attendees are equipped with the information, tools, and documents necessary to effectively participate in assigned meetings  
• Facilitate board meetings as assigned   
• Assist the Chairperson with monitoring attendee participation during the meeting  
• Provide first level support as needed to resolve issues with electronic tools; act as a liaison to IT to communicate member concerns regarding electronic tools  
• Record meeting minutes, ensuring components as required by the appropriate regulatory body and Advarra operating procedures are accurately identified and documented    
• Maintain database, files, lists and other information that is important to the accurate and efficient operation of the IBC, including but not limited to meeting calendar, membership lists, member contact information, and regulatory files  
• Assist with maintaining and updating member contracts  
• Assist with scheduling member reviews and appointment/re-appointment documentation  
• Assist Quality Assurance in obtaining necessary documentation for training records  
• Assist in organizing orientation and ongoing education for IBC candidates and members   
• Maintain member paysheets/invoices and partner with Accounting to ensure timely turn around for member pay  
• Act as internal point of contact for the organization for IBC processing  
• Serve as a resource for staff training, including new and less senior staff and at times managers and senior management  
• Assist with member and client engagement efforts  
• Assist with day-to-day oversight of team processes  
• Suggest and participate in process improvement initiative(s)  
• Represent the team and/or functional area in intradepartmental meetings and discussions 
• Other duties as assigned  

Location 

This role is open to candidates working remotely in the United States. 

Basic Qualifications 

• Associate’s degree with 2+ years of industry or office experience 
• Proficiency in learning and teaching technology systems – demonstrated ability to quickly learn and confidently train others in their use both externally and internally 
• Exceptional customer service skills – a strong commitment to delivering consistent exceptional service and maintaining positive client relationships 
• Independent and collaborative work abilities – capable of following instructions and working independently while also maintaining clear and consistent communication with team members in a remote work environment 
• Adaptability in a growing environment – thrives in a dynamic workplace by being able to effectively adapt to evolving priorities, processes, and technology 
  
  

Preferred Qualifications 

• 1+ years of experience with an IRB, IBC or clinical trials; 1+ years of technical (IT) support 
• Bachelor’s Degree, in a field related to science, healthcare or occupational or environmental health and safety 
• Advanced to expert level proficiency in MS Office: Excel, Word, PowerPoint, Outlook  
• Familiarity with IRB submission portals such as CIRBI or the Advarra IBC system 
• Excellent interpersonal skills to work effectively with others and provide high levels of customer service   
• Detail-oriented and possess problem solving skills  
• Ability to communicate effectively verbally and in writing   
• Demonstrated consistency and dependability in attendance, quantity, and quality of work  
• Exhibit an advanced knowledge and understanding of regulatory requirements and applications  
• Ability to perform tasks in a consistent and superior manner in terms of volume and efficiency  
• Proficiency scheduling and hosting virtual meetings using applications such as Zoom, RingCentral, GoToMeeting, Skype, etc.  

Physical and Mental Requirements 

• Sit or stand for extended periods of time at stationary workstation 
• Regularly carry, raise, and lower objects of up to 10 Lbs.  
• Learn and comprehend basic instructions 
• Focus and attention to tasks and responsibilities 
• Verbal communication; listening and understanding, responding, and speaking  

Advarra is an equal opportunity employer that is committed to diversity, equity and inclusion and providing a workplace that is free from discrimination and harassment of any kind based on race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions, sexual orientation, and gender identity), national origin, age, disability or genetic information or any other status or characteristic protected by federal, state, or local law.  Advarra provides equal employment opportunity to all individuals regardless of these protected characteristics. Further, Advarra takes affirmative action to ensure that applicants and employees are treated without regard to any of these protected characteristics in all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and separation from employment.  

Pay Transparency Statement 

The base salary range for this role is $29,300 - $49,900. Note that salary may vary based on location, skills, and experience and may vary from the amounts listed above. This position may also be eligible for a variable bonus in addition to base salary as well as health coverage, paid holidays, and other benefits.