Process Assistant Jobs in Montclair, CA (NOW HIRING)

California University of Science and Medicine (CUSM) is seeking a highly organized and service-oriented Administrative Assistant to support the day-to-day operations of the Office of Research. Reporting to the Operations Director, this hybrid-eligible, non-exempt position provides administrative, technical, and logistical support for research programs, committees, events, and initiatives that contribute to the university's growing research enterprise. The position also plays an important role in Institutional Review Board (IRB) assistance, serving as a point of contact for investigators and IRB members, supporting application processes, tracking required training, and maintaining accurate records and meeting documentation.

What we're looking for: The ideal candidate is organized, dependable, and detail-oriented, with strong communication and customer service skills and the ability to manage competing priorities with professionalism and discretion, and is eager to develop knowledge of research administration, IRB processes, and the operations that support academic research.

This position is available immediately and will remain open until filled. Priority consideration will be given to applicants who submit a resume, application, and cover letter by September 14, 2026, through the application link. This non-exempt position pays $22–$27 per hour, depending on education, job-related knowledge, skills, and experience, and requires on-campus work three days per week.

Position Purpose Under the direct supervision of the Operations Director, the Research Administrative Assistant will play an integral role in supporting various administrative functions within the Office of Research. This position will provide technical, administrative, logistical, and Institutional Review Board (IRB) coordination in support of university goals.

Essential Functions

40% Office of Research

• Support day-to-day operational activities and events for the Office of Research. Provide administrative support to the Associate Dean of Research, including assistance with presentations, spreadsheets, correspondence, emails, marketing materials, invitations, programs, and publications.
• Support calendar scheduling, taking and distributing meeting minutes, and handling other administrative tasks as needed.
• Serve as the point of contact and liaison between various stakeholders, including students, staff, faculty, and external partners.
• Assist with aspects of research-related committees (e.g., Research Committee, IRB, IBC), including scheduling meetings, preparing agendas and materials, taking minutes, tracking action items, and maintaining records.
• Assist with student and faculty research programs (e.g., MD Scholar Program, SSRP, volunteer programs), assist with maintaining records of research projects and outcomes progress in basic biomedical and clinical research, in addition to scholarly activity in education, community, and other types of scholarly engagements.
• Assist with student access to the medical records at Arrowhead Regional Medical Center (ARMC) and affiliated hospitals/clinics. Maintain records of CUSM student and faculty projects and progress in clinical research.
• Assist with the planning and execution of research-related events (e.g., Research Seminar Series, Introduction to Research Day, and the annual Research Symposium), including logistics, marketing, review process, abstract submission, participant coordination, and event coordination.
• Assist with the database of faculty and student scholarly activity outcomes for accreditation and strategic plan monitoring. Generate reports as needed. Maintain the database of faculty research projects.
• Assist in the organization and maintenance of research-related SharePoint sites, files, forms, and handouts, ensuring accessibility.
• Receive and distribute mail to the Office of Research.

35% Institutional Review Board (IRB) Management and Coordination

• Serve as the primary point of contact for IRB-related activities, providing support to IRB members, applicants, and investigators throughout the application and review process.
• Ensure that IRB members and investigators are up to date with Human Subjects Research (HSR) training (CITI Training) and track membership terms for IRB members and the chair.
• Screen IRB application submissions for completeness and assist applicants with the CUSM IRB application process. Assist with the review of submissions by IRB members.
• Maintain meticulous records of all IRB activities. Prepare correspondence to investigators, IRB committee members, and the committee chair. Prepare IRB meeting agendas, minutes, and meeting materials for distribution.

10% Laboratory

• Assist/coordinate/oversee activities related to the running and maintenance of the CUSM Basic Science Laboratory, i.e., stocking, checking equipment, and assisting faculty.
• Assist the Operations Director in the planning and maintenance of the research budget.
• Assist the Operations Director in projects related to laboratory safety and compliance.

10% Office of Sponsored Projects (OSP)

• Periodically collaborate with the Office of Sponsored Projects on joint initiatives as directed by the Operations Director.

5% Other Duties as Assigned

Required Educational Qualifications

• High School diploma or General Education Degree (GED) and a minimum of two (2) years' experience in the customer service industry. Six (6) months' experience in an office environment.

Skills and Abilities

• Strong knowledge of technology and software including Microsoft Office Suite, MS Outlook/Teams, SharePoint, Adobe Sign, and PowerPoint.
• Excellent organizational skills and attention to detail to prioritize work assignments, employ political acumen, and integrate information to determine an appropriate course of action.
• Excellent communication skills, including written and verbal acuity.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
• Ability to learn effective grant funding processes, procedures, and techniques.
• Ability to provide quality customer service via telephone, in-person, internet, and mail.
• Ability to interact professionally with diplomacy, patience, and courtesy with diverse groups and to establish and maintain effective and cooperative working relationships while providing exceptional customer service.
• Ability to work independently and complete assignments with minimal supervision.
• Ability to prioritize assignments to complete work in a timely and accurate manner under pressure of deadlines, and with frequent interruptions and competing priorities.
• Ability to adjust priorities quickly, multitask, and have excellent organizational skills.
• Ability to interpret policy and procedures related to the position and keep others informed.
• Ability to develop spreadsheets and databases.
• Ability to maintain confidentiality of information and records.
• Ability to set up and maintain filing/records systems.
• Ability to proofread materials, recognize, and correct errors in conformance to established standards and guidelines, spelling, grammar, and punctuation.
• Ability to work remotely and in the office as required.

Preferred Qualifications

• Bachelor's degree.
• Experience in a university or higher education environment.

Other Requirements

Items Used

Standard office equipment including computer, printer/copy machine, postage machine, and telephone.

Physical Requirements

• Sit: Constantly
• Stand: Frequently
• Walk: Frequently
• Bend: N/A
• Squat: N/A
• Climb: N/A
• Crawl: N/A

Mental Requirements

• Read/Comprehend: Constantly
• Write: Constantly
• Perform Calculations: Occasionally
• Communicate Orally: Constantly
• Reason and Analyze: Constantly

Environmental Requirements

• Is exposed to excessive noise: No
• Is around moving machinery: No
• Is exposed to marked changes in temperature and/or humidity: No
• Drives motorized equipment: No
• Works in confined quarters: No
• Dust: No
• Fumes: No

Disclaimer:

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

FLSA Status: Non-Exempt

Job Description Preparation Date: August 2026

Equal Employment Opportunity Statement

We are an Equal Employment Opportunity employer committed to providing equal opportunity in all of our employment practices, including selection, hiring, assignment