Administrative Assistant - Clinical Operations in Madison, WI at Apex Life Sciences

Date Posted: 9/27/2018

Job Snapshot

Job Description

Apex Life Sciences is seeking an Administrative Assistant who will effectively complete clinical trial related duties and administrative tasks to support to the Clinical Operations team.

  • Assemble and distribute documents to clinical sites, including study material binders, ex., Source Documents, Manual of Procedures and Scar Manipulation Logs
  • Assist with preparation of clinical materials shipments to clinical sites, including Subject ID labels, Final Product packaging labels
  • Facilitate execution and filing of clinical contracts
  • Work with Accounting to track and assist in managing HCP reimbursements for Sunshine Act
  • Assist in managing patient reimbursement programs for STRATA2014 & STRATA2016, ex., Purchase gift cards, track gift card use for accounting purposes and assist in distributing to sites
  • Manage clinical equipment inventory
  • Maintain and update clinical site contact files
  • Assist in overseeing the travel nurse program. Assist in developing procedures for use of the Travel Nurse, manage materials provided to nurses for patient travel, communicate with nurses on training status, and respond to inquiries from nurses. Provide travel arrangements for clinical study sites.
  • Manage and purchase supplies required for clinical materials shipments
  • Assist with preparation and managing meeting details for Site Initiation Visits (SIV) and Investigator Meetings
  • Coordinate meetings with clinical vendors and generate minutes
  • Assist with coordinating logistical details for SIVs, Investigator Meetings, conferences, travel to patient surgeries, etc.
  • Help manage detailed calendars for team members travel, and assist with travel arrangements
  • Provide meeting support activities (room reservations, hospitality, audio/visual set-up, minute taking)
  • Assist in generation of expense reports
  • Complete required ComplianceWire Training sessions
  • Associates Degree required
  • Experience with Web-based scheduling and/or teleconferencing systems
  • Experience with online Corporate Travel and Expense systems
  • Clinical Operations experience and experience in biotech or healthcare field preferred
  • Must be familiar with MS Office
  • Ability to handle multiple projects simultaneously and work in a fast-paced environment
  • Strong written and verbal communication skills
  • Problem assessment and problem solving skills
  • High level of attention to detail and accuracy
  • Ability to work as part of a team
  • Manage administrative processes proficiently

***For immediate consideration, please email your updated resume to with 'Administrative Assistant Madison, WI' in the subject line.

EEO Employer

Apex is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at 844-463-6178.



  1. Receptionist Jobs
  2. Secretary Jobs