Administrative Associate.329

Administrative Associate.329
Posting Date: 10/22/2014
Closing Date:11/03/2014
FLSA Status: Non-Exempt
Job Status: Classified
Paygrade: 14
Salary: $13.85
FT/PT Status: Full Time
Work Location: Research
Work Hours: 8:15a.m. – 4:45p.m. (M-F)


This position provides complex administrative support to the Animal Compliance and Training Officer with time sensitive issues related the IACUC.    Is responsible for reviewing new and existing protocols; maintaining databases related to such; and monitoring for ongoing IACUC training needs to stay in compliance and assuring steps are taken to maintain compliance.   Assists with the planning of the Institutional Animal Care and Use Committee and attending and writing meeting minutes that are technically correct.

Duties & Responsibilities:

IACUC Administration

Manage and maintain WVU Research Office Administrative Data System (ROADS) database for the Institutional Animal Care and Use Committee (IACUC) which includes:  entering all new/updated information relating to new protocol submissions, amendments, personnel additions, inspection requirements and protocol approval dates.

Responsible for monitoring important protocol dates, such as approval dates, soon-to-end dates, inspection dates, and protocol closures of all open protocols. When due dates are approaching makes contact with appropriate party and facilitates timely compliance.

Responsible for communicating with Principal Investigators (PIs) and other animal users in a professional manner regarding protocol expiration dates, closure dates, and monitoring dates as well as following up with the PI and animal users until resolved.

Responsible for monitoring animal care and use protocols related to university courses and collecting, managing, and maintaining class lists each semester to ensure compliance with training requirements.

Primary point of contact for Principal Investigators (PIs), Office of Animal Laboratory Resources (OLAR), WVU Office of Sponsored Programs (OSP), and the WVU IACUC regarding inspection due dates, training due dates, soon-to-end notices, and protocol closures, etc.

Oversee informational searches of the ROADS database, the Oracle Discoverer System, and paper IACUC files as well as generate reports based on the above listed searches, as required by the Animal Compliance and Training Officer.

Serve as primary contact for PIs regarding protocol inquiries, such as, but not limited to:  most current approval date, training status of personnel, adding/removing of personnel from protocol, protocol expiration dates, and inspection dates.

Pre-reviews  animal care and use protocols submitted to ensure thorough information is given and follows-up with PI to obtain any incomplete areas prior to forwarding to the Animal Compliance and Training Officer.

Must maintain a database or spreadsheet that includes specific information from each animal care and use protocol.  Must be able to review an animal care and use protocol and gather this specific information for entry into the database/spreadsheet.

Supervise student worker or half-time (shared with IRB) office administrative assistant.  Assign duties and train as needed.

IACUC Training

Assist with review of incoming IACUC research protocols to ensure training requirements have been met for all principal investigators (PI) and additional personal listed on IACUC research protocols and ensure that applications are complete with proper documentation (i.e. protocol submission form, progress reports for protocol renewals, etc).

Insure project personnel are within compliance with respect to Collaborative Institutional Training Initiative (CITI), and the Animal Health Questionnaire (AHQ) based on IACUC requirements. Act as liaison with Institution of Occupational and Environmental Health for those personnel with questionable results.

Collaborate with project personnel to ensure the proper training is completed based on protocol guidelines established by West Virginia University IACUC.

Serve as technical liaison to PIs and OLAR staff in matters relating to issues with IACUC required training such as occupational health questionnaire, and CITI training.

IACUC Planning

Coordinate monthly IACUC committee meetings which include scheduling of conference rooms, conference room set-up (ordering the catering, providing visual aids, and arranging seating, etc), also act as a back-up contact for the Animal Compliance Officer and Training Officer for visiting PIs and other WVU personnel, and serve as the primary contact for IACUC committee members regarding meeting attendance.

Responsible for coordinating additional IACUC meetings to include OLAW webinars, Education and Training Focus Group, IACUC subcommittee meetings, facility inspection and semi-annual review meetings, IACUC special meetings covering non-compliance issues, policy revisions and protocol submission forms updates, etc.

Collaborate with Animal Compliance and Training Officer to compile IACUC monthly meeting agenda which includes, the previous month’s minutes, the protocols and amendments to be reviewed, status report of all approvals, action item list, listing of personnel approvals and closed protocols to date.

Responsible for recording and interpreting minutes of the IACUC monthly meetings to ensure an accurate and complete record of all IACUC deliberations and actions are documented.  The minutes include summaries of protocols for review, committee discussion points relating to protocols, approval of protocols, special items or other business discussed at the meeting.

Interpret and transcribe meeting notes from IACUC meetings that are of a technical nature including surgical, scientific, and pharmaceutical jargon and submitting them to the Animal Compliance and Training Officer and IACUC Chair for approval.

Assist Animal Compliance and Training Officer with testing and implementation of a new electronic research administration system for tracking of IACUC protocols.


  • Associate’s degree OR equivalent combination of education and experience.  Prefer educational or experience background in a science field.

2-3 years Experience in the following:

  • Experience in office administration to include planning and organizing committees and meetings.
  • Experience in documentation of technical and biomedical information in a succinct and understandable manner.
  • Experience in utilizing a specialized database electronic tracking system.
  • Experience in utilizing Microsoft Office Suite.
  • Knowledge of federal and institutional policies and regulations preferred.
  • Experience using database systems or electronic research administration systems preferred.
  • A background in animal science or related field is preferred.


This position requires the following:

  • Background Check
  • Physical Demands
    • Job is physically comfortable, normally seated and has discretion about walking, standing to relieve any stress related to computer use.
    • Occasional lifting of supply boxes and moving files

WVU is an EEO/Affirmative Action Employer.  Underrepresented class members are encouraged to apply.  
This includes: minorities, females, individuals with disabilities and veterans.



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