Program Assistant

Heluna Health invites applications for the full-time position of Program Assistant. Bridge HIV is a grant-funded research unit affiliated with the San Francisco Department of Public Health and the University of California San Francisco. Bridge HIV has been searching for new and innovative ways to fight HIV/AIDS since the onset of the epidemic in the early 1980s. The Bridge HIV Investigators are global leaders in HIV vaccine and prevention science, epidemiology of HIV infection, HIV medication adherence, combination HIV and sexually transmitted infection prevention strategies, and HIV research training methods. For more information, please see www.bridgehiv.org.

Under the direct supervision of the Senior Clinical Research Coordinator, the Program Assistant will be part of a dynamic team conducting HIV preventive vaccine studies, HIV pre-exposure prophylaxis (PrEP) studies (including oral and injectable medications, rectal microbicides, and vaginal rings), and other studies of biomedical HIV and sexually transmitted infection prevention strategies. Employment is provided by Heluna Health.

This is a temporary, full time, grant-funded, and benefitted position. Employment is provided by Heluna Health.

Pay Rate: $38.03 per hour

ESSENTIAL FUNCTIONS

Programmatic Support

• Reviews a variety of research forms (informed consents, lab results, electronic case report forms (CRFs) and checklists) for accuracy, completion, and protocol compliance and act as a liaison to make necessary corrections with the clinical team
• Support the development and management of research databases (including REDCap) and data collection systems (including Qualtrics).
• Enters study data into electronic databases
• Manages queries from data management center, notes any adverse trends, and assists to address trends and provide additional staff training as needed
• Participates in ongoing quality management activities and audits
• Prepares, tracks, and accounts for participant monetary stipends
• Responsible for scheduling and planning for training and events, which may include coordinating travel arrangements for participants, securing meeting space, and addressing audio/visual needs
• Support off-site study activities, which may include accompanying participants to off-site procedures, couriering lab specimens or study products between locations, and supporting study visits on a mobile van.
• Collaborate and cross-train with Investigator-Driven Studies Program Assistant as needed for tasks such as insurance navigation.

Administrative Responsibilities

• Manages the reproduction, filing, submission, and organization of all study forms while maintaining participant confidentiality
• Assists with study maintenance activities such as requesting medical records, managing off-site storage, and taking minutes at team meetings
• Performs receptionist duties, mail and courier related tasks, and acts as a liaison for the team with internal partners
• Creates and maintains Word documents, graphics and spreadsheets; performs data entry, literature searches, and supply ordering in coordination with the Receptionist/Office Manager.

Organizational Meetings and Working Groups

• Actively participates in weekly team and All Staff meetings
• Assists with facilitating team meetings
• Participates in Bridge HIV standing meetings and working groups as needed

NON-ESSENTIAL FUNCTIONS

• Other duties as assigned

MINIMUM JOB QUALIFICATIONS/EDUCATION/EXPERIENCE

• Demonstrates strong commitment to anti-racism and health equity
• A minimum of 1 year of experience performing general programmatic and/or administrative work
• STRONG attention to detail and organizational skills
• Ability to learn, interpret and follow administrative and departmental policies, complex study protocols, local and federal laws and regulations
• Proficient with MS Word, Excel, PowerPoint and Access and willingness/ability to learn new computer programs including REDCap as needed
• Excellent analytical, organizational, administration, and communication skills
• Evidence of sound judgment, trouble-shooting skills, and creative problem solving
• Demonstrated ability to juggle multiple assignments and to produce materials on tight deadlines
• Demonstrated ability both to take individual initiative and to collaborate effectively on teams
• Knowledge of and sensitivity to diverse communities, particularly communities of color and persons who identify as gay/lesbian/ bisexual/transgender/non-binary/genderqueer

DESIRED QUALIFICATIONS

• Experience in a health-related field, particularly HIV/AIDS research, harm reduction and community-based initiatives

PHYSICAL DEMANDS

• Stand Frequently
• Walk Frequently
• Sit Frequently
• Handling / Fingering Occasionally
• Reach Outward Occasionally
• Reach Above Shoulder Occasionally
• Climb, Crawl, Kneel, Bend Occasionally
• Lift / Carry Occasionally - Up to 50 lbs
• Push/Pull Occasionally - Up to 50 lbs
• See Constantly
• Taste/ Smell Not Applicable

Not Applicable Not required for essential functions

Occasionally (0 - 2 hrs/day)

Frequently (2 - 5 hrs/day)

Constantly (5+ hrs/day)

WORK ENVIRONMENT

• The employee is subject to blood borne pathogen hazards
• Early evening hours may be required
• General Shared Office Setting, Indoors Temperature Controlled

Heluna Health is an Affirmative Action, Equal Opportunity Employer that encourages minorities, women, veterans, and disabled to apply.

All qualified applicants will be considered for this position in accordance with the San Francisco Fair Chance Ordinance

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities to all employees and applicants, without regard to age (40 and over), national origin or ancestry, race, color, religion, sex, gender, sexual orientation, pregnancy or perceived pregnancy, reproductive health decision making, physical or mental disability, medical condition (including cancer or a record or history of cancer), AIDS or HIV, genetic information or characteristics, veteran status or military service.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.