IRB Administrator

IRB Administrator

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
IRB Administrator

Job Profile Title
IRB Administrator

Job Description Summary
The IRB Administrator manages all administrative activities of an IRB committee. This position is responsible for coordination of the review of protocols assigned to the IRB committee. This position works with research staff to resolve issues related to IRB actions as well as to provide guidance on issues related to IRB review. This position prepares the meeting agenda, attends convened meetings of the IRB, and maintains thorough and complete notes on the discussion. This position prepares complete and accurate minutes of the meeting. The IRB administrator prepares written correspondence to investigators of all IRB actions and decisions. This position is the main source of contact between IRB members and investigators. This position maintains IRB agendas, minutes, IRB rosters, and all other required regulatory documents in compliance with federal regulations, institutional policies, and IRB SOPs. This position is responsible for the supervision of an administrative assistant including ongoing and yearly performance evaluations. This position performs other duties and responsibilities as assigned.

Job Description


The IRB Administrator manages all administrative activities of the board to which this position is assigned. This position is responsible for coordination of the review of protocols assigned to the IRB. This includes:
  • Screening submissions assigned to the convened IRB for completeness.
  • Preparing the meeting agenda.
  • Assigning scientifically appropriate protocols to IRB members to review.
  • Attending convened meetings of the IRB and maintaining thorough and complete notes on the discussion.
  • Preparing complete and accurate minutes of the meeting including attendance, actions taken, the vote on these actions, the basis for requiring changes in or disapproving research, and a written summary of controverted issues and their resolution.
  • Supervision of an administrative coordinator, including ongoing and yearly performance evaluations.
  • Preparing written correspondence to investigators of all IRB actions and decisions.
  • Working with researchers and research staff to resolve issues related to convened IRB or expedited IRB review.
  • Conducting monthly IRB member trainings.
  • Maintaining minutes, IRB rosters, IRB hard copy and electronic files and all other required regulatory documents in compliance with federal regulations, institutional policies, and IRB SOPs.
  • Process and place for approval, items that qualify for expedited review and approval (i.e. continuing reviews, modifications, exceptions, deviations, reportable events, etc.).
  • Participates in office hours and provides guidance on issues related to IRB regulations and IRB actions.
  • Conducts other duties and responsibilities as assigned, such as projects aimed to improve delivery and quality of IRB service and work with the Senior Team as needed for current and ongoing projects within the department.


A Bachelor's Degree and 2 years to 3 years of experience, or equivalent combination of education and experience is required. This should include at least 1.5 years of experience and knowledge directly related to regulatory review of research or equivalent combination of experience and education (typical experience might include ethics, clinical trial performance, or experience in an academic IRB). Must be able to work independently with minimal supervision. Knowledge of applicable regulations related to the IRB. Outstanding organizational skills and the ability to function in a team environment are required. Qualified candidates must also demonstrate:
  • Excellent written and verbal communication skills.
  • Advanced computer software skills.
  • A clear attitude of customer service.
  • The ability to build and maintain positive working relationships at all levels of the institution.

Preferred Qualifications:

Demonstrated management skills or experience preferred. Certification as an IRB professional is highly desirable.

Application Requirement:

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Budgeted Pay Range:

$63-72K commensurate with education and experience.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Provost's Center

Pay Range
$43,919.00 - $66,183.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits
  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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