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.

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