Senior Administrative Assistant, Compliance Coordinator - IRB & COI

Location: Vestal, NY Category: Professional & Support Staff Job Type: Full-time Posted On: Tue Apr 28 2026 Job Description:

The Compliance Coordinator - IRB & COI supports the Associate Vice President for Research Ethics, Security, and Compliance and the Office of Research Compliance. The Compliance Coordinator - IRB & COI is responsible for facilitating the routine operations of the Human Subjects Research Protection (IRB) and Conflict of Interest (COI) programs.

Working under the direction of the Associate Vice President for Research Ethics, Security, and Compliance, this position follows established practices and procedures to perform complex administrative assignments providing all administrative functions as required by the IRB and COI programs, as well as a supporting role for the Office of Research Compliance. The Compliance Coordinator - IRB & COI is a Senior Administrative Assistant (non-exempt) and as such, performs a broad range of administrative tasks. This role serves as a reference to the Associate Vice President for Research Ethics, Security, and Compliance/Institutional Official on matters related to the IRB and COI. This position serves as a secondary support for other functions that fall under the purview of the Office of Research Compliance.

Responsibilities:

The Compliance Coordinator - IRB & COI assists in the coordination of IRB and COI activities, including managing several projects simultaneously in an efficient and timely manner. This position must maintain a high degree of confidentiality. Working with a large, diverse on and off-campus population, the Compliance Coordinator - IRB & COI is responsible for:

• Overseeing IRB protocol submission and assignment process

• Assisting Principal Investigators (PIs) with the submission of protocols

• Review of all incoming protocols for completeness and compliance with IRB guidelines and institutional policies, communicating with PIs with requests for additional information or materials

• Establish protocol files and ensure they are organized and in compliance with institutional, state, federal, and accrediting agency guidelines, including the maintenance of all documents and communications with PIs

• Assign and distribute protocols to the IRB for review

• Serve as the primary reviewer of protocols that fall under exempt status

• Overseeing IRB protocol closure process

• Review of active protocol database to identify projects requiring review

• Ensure all submitted modifications are reviewed promptly

• Contact all PIs prior to protocol expiration for determination of protocol closure

• Coordination of IRB

• Maintain effective communications with committee members

• Compose and distribute committee member appointment letters

• Ensure confidentiality statements, conflict of interest forms, and vitae are current for each committee member

• Maintain IRB folders in the server, ensuring all materials are current and accessible

• Attend and take minutes of IRB meetings, transcribe minutes that accurately reflect discussions and determinations with regulatory requirements

• External Research Correspondence and tracking

• Work with internal and external researchers and entities to ensure proper documentation has been secured to support external research (IAAs, approval letters, etc.)

• Maintain the external research folders and spreadsheets for accuracy and follow-up purposes

• Assist outside entities with updated documentation requirements relating to internal researchers

• Coordination of the COI Program

• Assists in the management, tracking, and initial COI certifications and COI Management Plans

• Facilitate the COI annual certifications process

• Perform initial reviews of COIs as identified

• Supporting the web-based compliance system

• Assist PIs with use and navigation of the online system

• Provide training to PIs as needed

• Serve as the liaison between the University and the SUNY Research Foundation on matters pertaining to the web-based compliance system

• Coordination of the IRB and COI education program

• Serve as an administrator of the CITI training platform

• Ensure all identified key personnel are current on required CITI training

• Participate in the outreach and training activities for IRB and COI

• Coordinate office operations

• Work closely with Divisional support staff to ensure an integrated compliance effort

• Primary contact for IRB and COI

• Provide support and information as requested in a professional and accurate manner

• Assist in gathering and analyzing data for managerial decisions

• Interpret policies and procedures

Job Requirements:

• Bachelor's degree required

• Four (4) years of relevant work experience

• Knowledge of regulations related to human subjects research

• Detail-oriented, with effective organizational and problem-solving skills

• Proficiency with Microsoft Office

• Experience in web-based systems/database administration

• Experience in preparing and conducting trainings to varied audiences

• Effective communication skills, both written and verbal

• Ability to maintain calm, professional, and service-oriented disposition while working with a wide range of constituencies

Additional Information:

Salary: Salary Range: $55,000-$60,000 annually, Full-time, 12-month, non-exempt position.

Note: Visa sponsorship is not available for this position.

Employee Benefits: The Research Foundation for the State University of New York offers a comprehensive benefits package ( that is a valuable part of total compensation. This includes medical, dental, vision, dependent care subsidy and other benefits such as SUNY Tuition Assistance. Furthermore, our 10 Perks of Working at the RF ( provides an at-a-glance view of our top benefits that make us a great place to work.

Research Foundation Commitment to Equal Employment Opportunity

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law.

The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

The Research Foundation for SUNY is a private, not for profit corporation and is a separate employer from SUNY and the State of New York and offers separate compensation and benefit plans.

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