Title
Research & IRB Administrative Coordinator
Job Classification
R2-C; Non-Exempt
Department Name
Educational Operations
Supervisor
Operations Director, Office of Research
Work Arrangement
Hybrid Eligible
California University of Science and Medicine (CUSM) is seeking a highly organized and detail-oriented Research and IRB Administrative Coordinator to support the Office of Research. Reporting to the Operations Director, this role plays a key part in coordinating research programs, supporting faculty and student scholarship, and ensuring compliance with Institutional Review Board (IRB) processes. The Coordinator provides administrative and technical support across research initiatives, including managing research committees, coordinating events and programs, maintaining data and reports for accreditation, and supporting laboratory operations. This role also serves as the primary contact for IRB activities, providing support throughout the application process, coordinating reviews, and maintaining accurate, compliant records. The ideal candidate is organized, proactive, and detail-oriented, with experience supporting research or academic programs.
This position is available after June 1, 2026, and will remain open until filled. Priority consideration will be given to applicants who submit a resume and cover letter through the application link. The wage range is dependent on education, job-related knowledge, skills, and experience; the budgeted wage range is $28.85 to $33.65 per hour. Applicants must be able to work on campus four days a week.
Position Purpose
Under the direct supervision of the Operations Director, the Research and IRB Administrative Coordinator will play an integral role in performing, supporting, and coordinating various administrative and technical functions within the office of research. This position will provide technical, administrative, logistical, and Institutional Review Board (IRB) coordination in support of university goals.
Essential Functions
40% Office of Research
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Provide high-level administrative coordination to the Associate Dean of Research including creating and maintaining reports, presentations, spreadsheets, contracts, agreements, correspondence, emails, marketing materials, press releases, invitations, programs, and publications. Manage calendar scheduling, take and distribute meeting minutes, and handle other administrative tasks as needed.
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Coordinate all aspects of research-related committees (e.g., Research Committee, IRB, IBC), including scheduling meetings, preparing agendas and materials, taking minutes, tracking action items, and maintaining records.
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Manage the administration of student and faculty research programs (e.g., MD Scholar Program, SSRP, volunteer programs), maintaining records of research projects and outcomes progress in basic biomedical and clinical research, in addition to scholarly activity in education, community, and other types of scholarly engagements. Facilitate student access to research faculty and assist in identifying mentors.
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Oversee and facilitate student access to the medical records at Arrowhead Regional Medical Center (ARMC) and affiliated hospitals/clinics. Maintain records of CUSM student and faculty projects and progress in clinical research labs. Partner with the ARMC research office to identify research projects.
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Coordinate the planning and execution of research-related events (e.g., Research Seminar Series, introduction to Research Day, and the annual Research Symposium), including logistics, marketing, review process, abstract submission, participant coordination, and event coordination.
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Collect and maintain a database of faculty and student scholarly activities outcomes for accreditation and strategic plan monitoring. Generate reports as needed. Maintain the database of faculty research projects.
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Assist in the organization and maintenance of research-related SharePoint sites, files, forms, and handouts, ensuring accessibility.
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Receive and distribute mail to the Office of Basic Research.
20% Laboratory
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Assist/coordinate/oversee activities related to the running and maintenance of the CUSM Basic Science Laboratory, i.e. stocking, checking equipment, and assisting faculty.
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Assist the Operations Director in the planning and maintaining of the research budget.
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Assist the Operations Director in projects related to laboratory safety and compliance.
25% Institutional Review Board (IRB) Management and Coordination
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Serve as the primary point of contact for IRB-related activities, providing support to IRB members, applicants, and investigators throughout the application and review process.
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Ensure that IRB members and investigators are up to date with Human Subjects Research (HSR) training (CITI Training) and track membership terms for IRB members and chair.
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Screen IRB application submissions for completeness and assist applicants with the CUSM IRB application process. Manage the review of submissions by IRB members.
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Maintain meticulous records of all IRB activities. Prepare correspondence to investigators, IRB committee members, and the committee chair. Prepare IRB meeting agendas, minutes, and meeting materials for distribution.
10% Office of Sponsored Projects (OSP)
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Periodically collaborate with the Office of Sponsored Projects on joint initiatives as directed by the Operations Director.
5% Other Duties as Assigned
Required Educational Qualifications
Bachelor’s degree in biomedical, health sciences, social sciences, or related field and a minimum of two (2) years of experience in providing support to scientists/researchers, grant or research activities; and/or equivalent experience/training may be considered.
Skills and Abilities
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Demonstrated ability to thrive in a busy and deadline-driven work environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests.
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Demonstrated knowledge of effective grant funding processes, procedures, and techniques.
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Advanced proficiency with technology and software including, Microsoft Office Suite, MS Outlook/Teams, SharePoint, Adobe Sign, and PowerPoint.
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Demonstrated ability to work independently, and as a part of a collaborative team, to organize and establish job priorities to meet deadlines and changing priorities. Ability to handle several projects with short deadlines, including coordinating the efforts of multiple contributors; and planning and establishing time frames for completion of assignments.
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Demonstrated ability to interact constructively with staff, faculty, students, and community members, with diverse personalities and cultures, exercising sensitivity, tact, and diplomacy with an emphasis on flexibility, customer service, and professionalism.
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Introductory knowledge and the ability to learn and develop an understanding of applicable federal, state, local, sponsor, and institutional regulations, policies, and guidelines.
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Ability to maintain confidentiality; ability to recognize sensitive information and handle information with care and discretion.
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Excellent communication skills, including written and verbal acuity.
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Excellent customer service skills.
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Excellent listening and critical thinking skills.
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Strong initiative.
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Strong organizational skills and attention to detail.
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Ability to guide processes to closure.
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Ability to work remotely and in the office as required.
Preferred Qualifications
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Prior experience working in a basic science research laboratory.
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Clinical trial knowledge.
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Certified IRB Professional (CIP).
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Experience in higher education, medical education, or university environment.
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Familiarity with the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). This law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
Other Requirements
Items Used
Standard office equipment including computer, printer/copy machine, postage machine, and telephone.
Physical Requirements
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Sit: Constantly
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Stand: Frequently
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Walk: Frequently
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Bend: N/A
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Squat: N/A
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Climb: N/A
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Crawl: N/A
Mental Requirements
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Read/Comprehend: Constantly
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Write: Constantly
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Perform Calculations: Occasionally
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Communicate Orally: Constantly
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Reason and Analyze: Constantly
Environmental Requirements
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Is exposed to excessive noise: No
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Is around moving machinery: No
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Is exposed to marked changes in temperature and/or humidity: No
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Drives motorized equipment: No
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Works in confined quarters: No
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Dust: No
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Fumes: No
Disclaimer:
The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
FLSA Status: Non-Exempt
Job Description Preparation Date: March 2026
Equal Employment Opportunity Statement
We are an Equal Employment Opportunity employer committed to providing equal opportunity in all of our employment practices, including selection, hiring, assignment, re-assignment, promotion, transfer, compensation, discipline, and termination. CUSM prohibits discrimination, harassment, and retaliation in employment based on race; color; religion; genetic information; national origin; sex (including same sex); sexual orientation; gender identity; pregnancy, childbirth, or related medical conditions; age; disability or handicap; citizenship status; service member status; or any other category protected by federal, state, or local law.
