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Research Administrative Assistant, Department of Medicine, Cumming School of Medicine

Job ID: 19155

Updated: September 13, 2019

Location: Foothills Campus

Position Overview

The Department of Medicine in the Cumming School of Medicine invites applications for a Research Administrative Assistant. This Full-time Fixed Term position is for approximately 12 months (based on length of grant funding), with the possibility of extension.

The Research Administrative Assistant reports to the Clinical Research Manager, Calgary Liver Unit. 

This position is highly administrative in nature and provides organization and support to research projects at a basic level.

This is a dynamic position that works within the framework of the University and the Cumming School of Medicine Policies and Procedures, as well as within the Hepatology specific Clinical Research Standard Operating Procedures (SOPs). The Research Assistant is a health care professional who functions as an administrator, coordinator, consultant, educator and researcher in the organization of investigator initiated and pharmaceutical sponsored clinical trials as well as the University of Calgary Liver Unit Health Information and Biorepository (UCLU HIB). 

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Will be an integral member of the team and will ensure proper protocols and procedures are being maintained and followed

  • General Administration

    • Have an extensive knowledge of ongoing research projects

    • Prepare and submit regulatory documentation

    • Aide in ethics submissions, revisions, and annual approvals process

    • Amend study protocols and consents as required

    • Responsible for room and procedure bookings

    • Organize and develop patient kits for various studies

    • Pay invoices, order supplies and maintain inventory using the University's online system, Peoplesoft

    • Perform general office duties e.g. filing, faxing, mailings, courier services, photocopying, etc.

    • Organizing office space

    • Interacting with hospital departments such as diagnostic imaging, pathology, pharmacy, health records, laboratories, etc

    • Receive and organize shipments

    • Performing multiple well-defined, routine or repetitive tests, experiments, or other procedures in a timely manner and flexibility to adapt to changing workload

    • Update Standard Operating Procedures (SOPs)

    • Update training and monitoring logs

    • Collecting, transcription and entry of study related data

    • Maintain, prepare and update website material

  • Monitoring Support

    • Manage all aspects of sponsor monitoring visits:

      • Scheduling and room bookings

      • Preparing and filing study documentation prior to visit

      • Ensuring the monitor has everything required for the visit

      • Constant communication with monitor and coordinator to ensure an effective visit

      • Obtaining proper documentation before during and after visit, as required

    • Communicate with sponsor and affiliates regarding study progress

    • Facilitate regulatory document completion and updates as necessary

    • Ongoing maintenance of study binders

    • Ensure all required documentation is available and filed properly

  • Communication/Relationships

    • Provides research related information to support staff ensuring high quality care is delivered by the team of providers

    • Maintain ongoing communication with the collaborative team

    • Takes a leadership role in maintaining various research projects by communicating with allied health professionals and staff, ensuring that protocols are followed

    • Good relationships are developed and maintained with University of Calgary and Alberta Health Services staff within the liver unit and GI clinic

    • Attends monthly staff meetings and weekly medical clinic meetings, as appropriate

    • Volunteer support, scheduling, and coordination

  • Patient Recruitment

    • Enrolment and ongoing follow up of human subjects; and protection of subjects rights according to the International Conference on Harmonization (ICH), Declaration of Helsinki guidelines, the Tri-council Policy Statement and through Conjoint Health Research Ethics Board (CHREB) requirements using Good Clinical Practice (GCP) guidelines

    • Screen patients to determine eligibility

    • Identify, contact and schedule appointments with potential research participants

    • Conduct informed consent interviews

    • Fully explain to the patients their involvement as a research participant, as well as provide an opportunity for questions

    • Maintain study subject records, databases and confidentiality

Qualifications / Requirements:

  • Undergraduate degree in science, or equivalent required
  • Certified Clinical Research Professional (CCRP) designation from the Society of Clinical Research Professionals (SoCRA) a definite asset
  • At least 2 years experience in a clinical research position using clinical research methodologies preferred
  • Current First Aid/CPR an asset
  • Biohazard certification an asset
  • WHIMIS certification an asset
  • Certification in IATA, knowledge of the transportation of Dangerous Goods an asset
  • Phlebotomy training, or willingness to train an asset
  • Fluency in Chinese and/or Vietnamese an asset
  • Strong working knowledge of Microsoft Office applications (Word, Excel, Access & PowerPoint)
  • Strong attention to detail required
  • Knowledge of internal review boards, sponsor operations and legal obligations for research projects as well as the International Conference on Harmonization (ICH), Declaration of Helsinki guidelines and the Tri-council Policy Statement as asset
  • Basic statistical knowledge an asset
  • Strong leadership, communication and decision making skills required
  • Demonstrated strong organizational and interpersonal skills required

Application Deadline:  September 20, 2019

We would like to thank all applicants in advance for submitting their resumes and cover letters. Please note, only those candidates chosen to continue on through the selection process will be contacted. 

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist Advisor Job Family, Phase I.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Cumming School of Medicine visit Careers in the Cumming School of Medicine.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to become one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. Ranked as the top young university in Canada and North America, the University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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