Medical Research Administrative Assistant

Job Description

Job DescriptionThe Buffalo Institute of Medical Research (BIMR) is a not-for-profit organization dedicated to advancing biomedical research that benefits our Veterans. In partnership with the Western New York VA Medical Center, our mission is to support the Department of Veterans Affairs' research and educational objectives, ultimately enhancing the quality of life for Veterans.
Job Title: Medical Research Administrative Assistant (Part-Time)Hours: 16–24 hours per week
Reports To: Executive DirectorSalary: $22-$25, based upon experience
Position Summary:
The Administrative Assistant will provide comprehensive administrative and programmatic support under the general direction of the Executive Director. This individual will be responsible for supporting the operational, financial, and project management functions of BIMR. Duties may include, but are not limited to, the following:Key Responsibilities:

• Support project management activities, including maintaining a centralized database of BIMR-administered research projects, tracking investigator project and financial records, and managing sponsor donations by fiscal year.
• Utilize QuickBooks Online to process incoming checks, allocate funds to appropriate accounts, prepare deposits, issue vendor payments, and generate quarterly financial statements for investigators.
• Provide quarterly profit and loss reports and report summaries to principal investigators.
• Monitor research study status within IRBNet and ensure timely invoicing of sponsors for study-related expenses. Process and manage investigator purchase orders.
• Support the preparation, submission, and tracking of initial IRB protocol applications in compliance with institutional and federal regulations. Monitor and ensure timely submission of continuing reviews, amendments, and reportable events. Maintain and audit regulatory binders to confirm that all documentation is complete, accurate, and filed in accordance with applicable regulatory and sponsor requirements.
• Prepare and organize financial, administrative, and corporate documentation for annual audits and regulatory compliance.
• Coordinate quarterly Board of Directors meetings, including preparing meeting materials, scheduling logistics, and communicating with board members.
• Maintain organized records of purchase orders and documentation for each investigator.
• Keep equipment inventory logs current and accurate.
• Serve as a point of contact for investigator inquiries and proactively provide regular updates and communications.
• Assist with website maintenance, content updates, and general web management.
• US Citizenship is required for this position.

This role is ideal for a detail-oriented professional with strong organizational, communication, and financial administration skills, particularly in a mission-driven research environment.