Animal Research Administrative Assistant

Eagle Integrated Services, LLC (EIS) is seeking an Animal Research Administrative Assistant

QUALIFICATIONS

• Contractor shall have experience with Microsoft Office applications (Outlook, Word, Excel, Access, PowerPoint), and SharePoint.
• Contractor shall have at least 1 year of experience (within the last three years) as an administrative assistant in the animal research environment.  It is desirable for the contractor to have an undergraduate degree in an academic field related to health sciences or in animal health/sciences. It is highly desired that the contractor is a Certified Professional IACUC Administrator (CPIA).  At the discretion of the Government, educational requirements may be substituted by experience, certifications, or other training on a case-by-case basis. 
• Contractor shall have a Non-Disclosure Agreement in place with their company, and the company must provide a copy to the Program Manager of this task order.  This is necessary in order to mitigate transfer of any confidential, proprietary and/or sensitive information while in this position.

TASKS

• Contractor shall provide administrative support to the IACUC. Administrative support duties include review and finalization of correspondence, maintaining office file plans, filing and managing Animal Care and Use Program documentation, preparing policies and instructions for distribution, recording and preparing meeting minutes, ensuring a quorum, preparing meeting agendas, assisting with PowerPoint briefing development, assisting with Excel spreadsheet development, answering phone calls, scheduling and managing Outlook calendar appointments, and other administrative duties as assigned by the 711 HPW/RHDV Branch Chief.
• Contractor shall schedule IACUC meetings, submit documents for committee review one week prior to the meeting and record meetings with follow on minutes completed within three weeks, and notify the customers within one week of the status and/or changes required for their protocols. The Contractor shall prepare, distribute and collect signatures pages as needed.  In addition, the contractor shall schedule and organize internal and external inspections as needed, maintain the tracker for correction of the deficiencies and provide a report to the AV as well as the Branch Chief monthly.
• Contractor shall have vast experience in customer service/support with a diverse customer base including but not limited to Principal Investigators (PI), research staff, husbandry staff, outside collaborators, and vendors. The contractor shall be able to communicate (written and oral) effectively with a diverse group.
• Contractor shall coordinate annual reviews with the perspective PI by giving thirty days advanced notice. The contractor shall aid the PI with the Program Description for the AAALAC international site visit by gathering/compiling data, provide editing and formatting, then submit the annual reviews to AAALAC international and USDA, etc. in the prescribed timeframe. The Contractor shall work with the IACUC chair, Branch Chief and AV to compile data for regulatory reporting requirements as required.
• Contractor shall assist 711 HPW/RHD IACUC with tracking mandatory training requirements to include providing a quarterly report to the AV and Branch Chief.  The contractor shall notify and send follow-up reminders to research staff and IACUC members regarding deadlines and overdue requirements as needed.  The Contractor shall track expiration dates as well as due dates for refresher training, send training delinquency notifications to research staff and IACUC members for action and compliance enforcement as appropriate.  The Contractor shall track and maintain the schedule for post-approval monitoring of research studies. The contractor shall maintain databases to track active and inactive protocols, animal numbers both used and unused, and provide monthly reports to the AV and the Branch Chief.
• Contractor shall review and edit ACUP research policies with guidance from the AV and Branch Chief. Contractor shall include, create and revise research forms, provide forms and regulatory guidance to research staff with guidance from the AV and Branch Chief. The contractor shall duplicate documents, and prepare materials for distribution to PI and/or IACUC members such as binders, folders, semi-annual facility reports, post-approval monitoring forms and annual reviews.  The contractor shall provide support to run audio/visual equipment during meetings, training sessions, and site visits.
• Contractor shall maintain currency in all Privacy Act and Health Insurance Portability and Accountability Act (HIPAA) policies/laws and training. The contractor shall maintain and update the American Association of Laboratory Animal Science (AALAS) training library to include the occupational health tracker to ensure compliance for accreditation and provide a monthly report. The contractor shall maintain paper records and electronic databases of animal research protocols to include start dates, reviews, amendments and their progress. The contractor shall adhere to the 100% of all unclassified paper product shred policy of the 711 HPW.
• Contractor shall review animal research protocols (up to classified) as well as related documents to ensure they are formatted in accordance with IACUC policies and DoD Directive 3216.01 then stored according to records management requirements.  The contractor shall submit research protocols and corresponding documents for approval. In addition, the contractor shall prepare outside correspondence for researchers requiring external approval. The contractor shall follow up on outgoing correspondence internal and external weekly, reporting any delays or complications to the Branch Chief.
• Contractor shall assist in the management, storage, and organization of information on the 711 HPW/RHD and 711 HPW/RHDV SharePoint and Shared Drive sites.  The contractor shall provide quality assurance to the administrative area of the animal care program to certify documentation is inspection ready. The contractor shall assist the AV and Branch Chief to implement research guidelines and policies for the animal care activities.
• Contractor shall assist in the receiving, recording, tracking, preparing and reporting of taskers and suspense’s assigned to and originating from the 711 HPW/RHD and 711 HPW/RHDV workflow email box.  The contractor shall provide administrative support to the branch and other duties as assigned appropriate to the required functions of the IACUC as well as the branch.       
• Contractor shall assist 711 HPW/RHDV with scheduling meetings, reserving conference rooms, booking VTC rooms, auditoriums and training facilities.  The contractor shall send invitations to request participants, track and record attendance of all meetings.  The contractor shall compile meeting minutes for 711 HPW/RHDV as appropriate.