General Information

Location: Cary, NC

Organization: WCG IRB

Job Type: Full Time - Regular

Description and Requirements

As the first point of contact for our company, our Administrative Office Assistant, in our Cary, NC office, will answer telephones and route callers to necessary individuals, greet and welcome visitors and direct them to the proper party within company confidentiality requirements and present a professional image of the company to callers and visitors.

VACCINATION REQUIREMENT:
To be considered for U.S.-based positions unless currently employed by WCG, where permitted by applicable law (including any applicable reasonable accommodation, medical or religious exemption), candidates must have received or be willing to receive the COVID-19 vaccine by start date.

ESSENTIAL DUTIES / RESPONSIBILITIES:
  • Follow company standards of procedure including maintaining strict confidentiality of company information when special subjects or complaint calls are received.
  • Greet visitors in a pleasant and professional manner and direct them to appropriate staff ensuring the visitor follows company’s visitor procedure.
  • Monitor visitor access and maintain office security by following safety procedures and controlling access via the reception desk. Ensure visitors log in and are given appropriate badge upon arrival per internal SOPs.
  • Answer telephone, screen and forward incoming calls quickly and efficiently by researching study related information in order to accurately route the caller to the appropriate staff member.
  • Check company general voicemail inbox and route messages to appropriate staff member.
  • Check company email inbox and reply appropriately or forward to responsible staff member.
  • Consistently look for ways to improve customer service oriented efficiencies as they relate to the front desk in order to provide superior service to incoming callers, visitors and staff.
  • Update and maintain company staff contacts, to provide accurate information in response to questions from callers/visitors.
  • Provide administrative support by updating information in electronic workflow/database, client portal, and internal Learning Management System. (LMS)
  • Work closely with WCG Learning & Professional Development team performing data entry or other requested maintenance into corporate learning management system (LMS).
  • Stay updated on internal policies, procedures and/or changes in order to provide the best possible service to incoming callers, visitors and staff.
  • Process incoming mail by sorting and distributing to appropriate departments and office staff.
  • Control inventory relevant to reception area and café.
  • Oversee all orders for café supplies/vending. Check inventory upon arrival. Maintain tracking sheet for inventory.
  • Order office supplies and keep inventory of stock.
  • Keep updated records of office expenses and costs.
  • Ensure the reception and café areas are safe, tidy and presentable for all staff and visitors.
  • Work with HR and staff managers to ensure you consistently have up-to-date knowledge of staff changes in and out of organization and communicate appropriately and/or update required documentation and systems.
  • Organize conference and meeting room bookings.

EDUCATION REQUIREMENTS:
  • High school diploma required

QUALIFICATIONS / EXPERIENCE REQUIREMENTS:
  • Minimum of one year proven work experience as a Receptionist, Front Office Representative or Customer Service role.
  • Must be proficient in Microsoft Office Suite with knowledge of spreadsheets to enter compile or extract data.
  • Must have professional attitude and appearance.
  • Must possess outstanding customer service skills and a strong drive to go above and beyond
  • Possess outstanding professional telephone manner and verbal communication skills.
  • Ability to be resourceful, proactive and show initiative.
  • Must possess excellent organizational skills with great attention to detail.
  • Multitasking and time-management skills, with the ability to prioritize tasks.

ABOUT US:
For over 50 years, WCG IRB has been at the forefront of protecting the rights and welfare of human research participants during all phases of clinical trials.  Recognized as the gold standard of human subject protection, WCG is the trusted partner to over 1,000 institutions in the United States alone, ranging from small community hospitals and research sites to large academic medical centers and universities. Our unparalleled review ensures that human research studies withstand scrutiny around the world.