Scientific Network Coordination Assistant at DHL Holdings Corp – Austin, Texas

About Us

DLH delivers improved health and national security readiness solutions for federal programs through science research and development, systems engineering and integration, and digital transformation. Our experts in public health, performance evaluation, and health operations solve the complex problems faced by civilian and military customers alike by leveraging advanced tools – including digital transformation, artificial intelligence, data analytics, cloud enablement, modeling, and simulation, and more. With over 2,400 employees dedicated to the idea that “Your Mission is Our Passion,” DLH brings a unique combination of government sector experience, proven methodology, and unwavering commitment to innovation to improve the lives of millions.

Overview

DLH is seeking a Scientific Network Coordination Assistant to support the Network Coordinating Center (NCC) of the ACTG (Advancing Clinical Therapeutics Globally for HIV and Other Infections) program, one of the world's largest and longest-running clinical trials networks focused on HIV, other infectious diseases, and those living with them. This clinical trials network is led by some of the world’s leading experts in infectious disease and HIV/AIDS in the US and abroad. They are organized into several committees that oversee the coordination and operations of the 59-site network, including its laboratories, data collection, and analytic infrastructure. These committees are responsible for developing and prioritizing clinical trial protocols and ensuring that communities worldwide affected by HIV/AIDS are meaningfully integrated into the planning and conduct of network research.

This individual will join a team of six providing support to the ACTG Leadership, including organizing and summarizing committee meetings and carrying out special projects upon leadership request. This individual is expected to take the lead in supporting a network subcommittee planning research in the areas of behavioral science related to HIV/AIDS treatment and will be responsible for managing the required conflict of interest disclosure process for ACTG investigators. This position will also be heavily engaged in annual retreat and network meeting planning and will back up other members of the team in supporting other leadership committees and subcommittees.

The Coordination Assistant provides administrative and technical support with minimal supervision, making decisions independently for routine job-specific duties and issues. Establishes own priorities with guidance and mentoring from the leadership group lead and oversight by the NCC Director.

Responsibilities

• Communicates effectively and continuously with committee/project leadership and others to coordinate and facilitate project business, including anticipating and identifying issues and problems, suggesting effective strategies, facilitating resolutions, contributing to preventive/corrective action where appropriate, and seeking guidance from the supervisor and/or designee as needed. Maintains, develops, and implements a tracking system for any ongoing tasks for the assigned project.
• Demonstrates proficient knowledge of internal and external procedures, policies, and guidelines; reviews and/or revises existing documents, or drafts new documents as needed. Serves as an internal and external resource for procedures.
• Creates necessary documents for timely distribution to the committee/project team and develops, maintains, quality assures, and distributes standard or ad hoc reports, interacting with internal project staff and external clients as necessary to ensure accurate and timely information.
• Proposes ideas and actively participates in meetings and activities with other group members to improve the overall quality of work and work processes.
• Contributes to the standardization and consistency of processes and support across the project.
• May serve as a project representative on a committee.
• Supports more than one committee and/or task area.
• Provides backup and/or supplemental support for other similar task areas and projects as needed.
• Supports special projects, e.g., Requests for Proposals, and performs other duties as assigned.
• Coordinates, facilitates, and supports activities of the Behavioral Science Subcommittee (BSS).
• Schedules, coordinates, and participates in BSS conference calls, annual ACTG meetings and retreats, and ad hoc conference calls and meetings as required.
• Prepares and proposes call/meeting agenda for committee leadership. Assembles agenda items promptly and efficiently, plan calls and meetings for optimal productivity.   
• Independently prepares conference call and meeting discussion summaries, decision letters, memoranda, and communications that are timely, technically accurate, grammatically correct, and concise for leadership review with little guidance from the supervisor. Distributes approved correspondence in a timely manner.
• Manages organization of BSS files on the NCC network drive.
• Independently and easily tracks and proactively addresses action items from calls and meetings.
• Performs information management, including the organization of electronic files and posting of documents to the project portal.
• Maintains membership roster and resource documents in the MIS and the email distribution list in the Data Management Center system.
• Develops, maintains, quality assures, and distributes standard or ad hoc reports with guidance from the supervisor and/or designee as needed, interacting with internal project staff as necessary to ensure accurate and timely information.
• Coordinates and facilitates other ACTG activities that fall under the purview of the BSSC, including requests for proposals and ad-hoc webinars.
• Manages and facilitates the ACTG Financial Disclosure and Conflict of Interest Programs and Division of AIDS (DAIDS) Investigational New Drug (IND) Financial Disclosure Requirements.
• Ensures that all network investigators have submitted reports of their potential conflicts of interest as required. Reviews statements.
• Collaborates with the Office of HIV/AIDS Network Coordination (HANC) in the annual solicitation for financial disclosure
• Responds to inquiries from ACTG members.
• Generates and distributes Significant Financial Interests (SFI) reports
• Maintains a record of communications with investigators
• Ensures that all financial disclosure forms for investigators for a specific study are filed in that study’s regulatory binder.
• Coordinates and facilitates network meetings and retreats.
• Coordinates and facilitates a variety of tasks for network meetings and retreats.
• Develops, updates, and implements retreat and network meeting timelines.
• Develops and distributes meeting announcements, invitation materials, logistical fact sheets, and other meeting information.
• Works with project leadership and staff to develop and distribute meeting agendas.
• Manages and maintains the online meeting registration system, the meeting SharePoint site, and the project meeting planning mailbox, and responds to inquiries.
• Hosts or assists with webinars and conference calls at network meetings and retreats.
• Complies with all policies and standards
• Performs other duties as assigned

Qualifications

• Bachelor's Degree
• 2 years of professional experience in a scientific or public health-related position
• Works well as part of a team and individually under minimal supervision; communicates effectively with fellow staff members and clients; exhibits a high degree of flexibility, organization, attention to detail, problem-solving, and time management
• Project management experience
• Demonstrate superior decision-making abilities and problem-solving skills; exhibit competency to contribute constructively to higher-level decisions that may have a consequential effect on the Project
• Excellent communication skills (written and verbal) with the ability to communicate effectively with project team members
• Handles a heavy workload with ease and balances multiple task areas and activities effectively, switching priorities quickly as needs change
• Strong attention to detail and comfort with a fast-paced environment
• Proficiency in Microsoft Office, including Word, Excel, and PowerPoint; preference for proficiency and experience using Microsoft Project and/or Smartsheet
• Previous understanding of pharmaceutical clinical trials, HIV/AIDS, behavioral, and/or implementation science is desirable.
• Previous experience with scientific investigator conflict of interest declarations is desirable

Basic Compensation: $81,000 - $99,000 yearly salary

The salary range listed reflects what we reasonably expect to pay for this role at the time of posting. The final offer may vary based on skills, experience, geographic location, market conditions, and internal equity. Additional compensation may include performance incentives and program-specific awards. We do not use salary history to determine compensation, in line with applicable law.

Benefits

DLH Corp offers our employees an excellent benefits package, including Personal Time Off (PTO), medical, dental, vision, supplemental life with AD&D, short and long-term disability, flexible spending accounts, parental leave, legal services, and more. We want our employees to save for their future; therefore, we offer a 401(k) Retirement Plan, which includes a matching component. DLH is dedicated to your career development, providing training to help drive success, with access to our best-in-class e-learning suite for formal and informal learning, professional and technical certification preparation, and education assistance at accredited institutions.

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