IT Systems & Admin Executive

1. Job Overview

The IT Systems & Admin Executive in a CRO ensures smooth functioning of all information technology systems, office infrastructure, and administrative operations, while also supporting regulatory compliance and research-related needs.
They act as the link between technical support, office management, and clinical teams to maintain productivity and compliance.

2. End-to-End Responsibilities

A. IT Systems Responsibilities

• Infrastructure Management
• Install, configure, and maintain servers, desktops, laptops, printers, and network devices.
• Manage LAN, WAN, and Wi-Fi networks for uninterrupted connectivity.
• Ensure data backup systems are operational and tested regularly.
• Software & Application Support
• Manage Clinical Trial Management Systems (CTMS), EDC (Electronic Data Capture) tools, and other CRO-specific software.
• Install and update Microsoft Office 365, antivirus, and other licensed software.
• Provide user support for clinical and regulatory applications.
• Security & Compliance
• Implement data security measures in line with ICH-GCP and 21 CFR Part 11 requirements.
• Maintain user access controls and audit logs.
• Support compliance with GDPR, HIPAA, or other data privacy regulations.
• System Monitoring & Troubleshooting
• Resolve hardware/software/network issues promptly.
• Monitor system performance and ensure minimal downtime.
• Coordinate with vendors for AMC (Annual Maintenance Contracts).
• Data Management
• Oversee secure storage of trial data, site files, and backups.
• Ensure archival of documents as per regulatory timelines.

B. Administration Responsibilities

• Office Operations
• Maintain office supplies, utilities, and facility management.
• Manage vendor relationships for stationery, utilities, repairs, and AMC services.
• Organize housekeeping and ensure workplace cleanliness.
• HR & Staff Support
• Assist HR in onboarding/offboarding of employees (ID cards, email creation, system allocation).
• Maintain attendance, leave records, and employee asset registers.
• Regulatory & Documentation Support
• Maintain SOP records, meeting minutes, and correspondence files.
• Support internal and external audits (regulatory inspections, sponsor audits).
• Ensure proper filing of essential documents for clinical studies.
• Logistics & Procurement
• Manage procurement of IT equipment, clinical supplies, and office needs.
• Maintain inventory and asset registers.
• Arrange courier and shipment of study-related materials.
• Event & Meeting Coordination
• Coordinate investigator meetings, training sessions, and internal reviews.
• Arrange travel bookings, accommodation, and transport for staff and visitors.

3. Skills & Competencies Required

• Strong IT troubleshooting skills (hardware, software, networking).
• Knowledge of clinical research software and regulatory requirements.
• Good communication and coordination skills.
• Ability to handle multi-tasking under time-sensitive conditions.
• Understanding of data confidentiality and compliance.

4. Reporting Structure

• Reports to: IT Manager / Admin Manager / Operations Head (depending on company size)
• Works closely with: Clinical Operations, Quality Assurance, HR, Finance

Job Types: Full-time, Permanent

Pay: ₹17,000.00 - ₹22,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person