Regulatory Affairs Coordinator - VESPER

Job Description

Join the HJF Team!

HJF is seeking a Regulatory Affairs Coordinator to be responsible for assisting in the compliance of HJF research programs with applicable local, state, and federal regulations for human subjects research and the Health Insurance Portability and Accountability Act (HIPAA). This is the first level in the Regulatory Affairs series.

This position will be in support of the Complex Exposure Threats Center of Excellence (CETCE) at the VA Medical Center in Washington, DC. The Regulatory Affairs Coordinator will support the center’s human subjects research portfolio focused on environmental exposures and health outcomes, by preparing, submitting, and managing regulatory documentation; ensuring compliance with institutional, federal, and sponsor requirements; and assisting with study budget and supply management. This role is responsible for Institution Review Board (IRB) submissions, informed consent oversight, regulatory documentation management, supply tracking, ongoing study compliance, supply inventory, and study budget oversight. The position works closely with investigators, study coordinators, and the DC VA medical center’s IRB team to ensure timely approvals and efficient study operations.

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing, and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

Responsibilities

• Prepare and submit IRB applications, amendments, continuing reviews, reportable events, and study closures.
• Lead Human Research Protections Office (HRPO) submission, review, and response processes, ensuring compliance with sponsor-specific requirements, timelines, and standards.
• Provide regular status updates to the PI and project leadership; surface risks and mitigation strategies proactively.
• Prepare study update materials that are necessary for meeting project milestone required by University partner and funding sponsor.
• Maintain a current regulatory binder including approvals, protocol versions, consent forms, training, and essential documents.
• Maintain study logs, personnel training records, and credentialing documentation.
• Coordinate communications with investigators, study teams, and IRB staff to facilitate timely approvals and minimize amendment delays.
• Maintain complete, accurate, and auditable records aligned with institutional, sponsor, and regulatory standards.
• Conduct periodic self-checks to prepare for audits/monitoring visits.
• Coordinate with sponsor monitors/auditors and respond to regulatory inquiries, deviations, and corrective actions.
• Administer participant payments, ensuring accuracy, timeliness, and proper documentation.
• Maintain participant payment logs, reconcile disbursements with study visit completion, and support audit readiness.
• Coordinate with study manager to track budgets, forecast spend rates and resolve discrepancies; generate periodic financial reports for PI and sponsor.
• Implement internal controls for payment workflows and handle escalations.
• Monitor study supply levels, track inventory, and initiate procurement of study materials and equipment.
• Serve as the study’s primary point of contact with HJF for administrative, contractual, and financial processes.
• Support SOP development and process improvements to streamline regulatory and financial workflows.
• Coordinate internal approvals, ensure alignment with organizational policies, and support sponsor billing requirements.
• Perform other duties as assigned by the supervisor to support research compliance and regulatory operations.

Qualifications

Education and Experience

• Bachelor’s degree in a scientific, health‑related, or regulatory field required.
• Minimum of 0-2 years of experience required.
• Experience in clinical research regulatory affairs, IRB coordination, or research compliance preffered.
• Experience working with VA or federal IRB systems is preferred but not required.

Required Knowledge, Skills And Abilities

• Strong understanding of IRB processes, human subjects protection regulations, and HIPAA guidelines.
• Ability to prepare and manage regulatory submissions with accuracy and attention to detail.
• Strong organizational, documentation, and tracking skills.
• Experience with research budget management, including issuing participant payments and coordinating study supplies purchases are strongly desired.
• Ability to communicate effectively with investigators, IRB personnel, and multidisciplinary research teams.
• Proficiency in electronic IRB systems, regulatory document management, and Microsoft Office tools.
• Ability to work independently, manage multiple deadlines, and prioritize tasks in a fast‑paced research environment.
• Must be a US Citizen.
• Ability to obtain and maintain a T1/Public Trust background check.
• Ability to obtain a Without compensation appointment with the DC VA Medical Center.

Licenses and Certifications

• Certified as a Clinical Research Coordinator (CCRC), Clinical Research Associate (CCRA), and/or Clinical Research Professional (CCRP) preferred.

Work Environment

• This position will take place primarily in an office setting.

Compensation

• The hourly pay range for this position is $29.33-$33.62. Actual hourly pay will be determined based on experience, education, etc.

Benefits

• HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision coverage to health savings and retirement plans, and more.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals With Disabilities

The contractor 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. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.