Admin Ofcr 2 Cx

University of California, San Francisco•San Francisco, CA

About The Position

The Research Administrative Coordinator provides comprehensive administrative and operational coordination for large, multi-site NIH-funded observational studies and clinical trials within the AD and FTD Clinical Trials Research Program. Working within University, departmental, research, financial, and administrative policies and procedures, the incumbent independently coordinates ongoing administrative functions of moderate scope and complexity, exercises judgment within defined guidelines, and helps ensure efficient day-to-day operations. The role serves as an administrative point of contact for internal and external stakeholders, resolves routine operational issues, and escalates matters requiring scientific, financial, policy, or management-level decisions to appropriate leadership or functional offices. The position supports complex calendars and meetings, program communications and documentation, procurement, invoices and reimbursements, travel, research milestone tracking, recruitment and onboarding, program records, websites, standard operating procedures, and basic technology needs. The coordinator works with research staff, finance teams, study coordinators, principal investigators, hiring teams, Talent Acquisition, Human Resources, and other stakeholders. The role is part of a research team focused on new therapies and interventions for neurodegenerative brain diseases. The ideal candidate is detail-oriented and proactive, thrives in a fast-paced environment, has strong organizational and communication skills, and is interested in contributing to medical research. The incumbent is expected to learn and independently perform assigned administrative functions within established procedures during the first six months.

Requirements

Proven verbal and written communication and interpersonal skills for working with staff, stakeholders, and leadership at all levels.
Demonstrated organizational skills and ability to multitask while meeting demanding timeframes.
Demonstrated proficiency with Microsoft Office products, including Outlook, Word, Excel, and PowerPoint, for calendars, tracking tools, correspondence, and presentations.
Demonstrated familiarity with survey creation and presentation tools or related software.
Ability to work collaboratively with cross-functional teams such as departmental administrative teams, Human Resources, and Talent Acquisition.
Demonstrated record of cooperative working relationships with patients, coworkers, and physicians.
At least 6 months of experience supporting multiple concurrent projects.
Ability to identify decisions and pending action items from meetings with multiple participants.
Ability to learn and retain information in a timely manner.
Ability to use judgment and maintain confidentiality when handling sensitive personal and participant information.
Ability to work cohesively with cross-functional partners, including finance teams, study coordinators, and principal investigators from various institutions.
Ability to learn quickly and independently perform assigned administrative functions within established procedures within the first 6 months.
Ability to complete CITI Program training for Good Clinical Practice (GCP) and Human Subjects Protection (HSP), if not already completed.

Nice To Haves

At least 1 year of prior support experience with complex clinical research projects involving multiple stakeholders.
Experience or exposure to Doodle, Calendly, Canva, Figma, Adobe Illustrator, DocuSign, Qualtrics, REDCap, Squarespace, and WordPress.
Experience coordinating longitudinal projects involving compensation for specific milestones.
Experience supporting teams managing multiple high-value budgets and tracking itemized spending across multiple years.
Experience creating standard operating procedures when limited reference documentation exists.
Experience with website management through WordPress and Drupal.
Experience organizing and processing participant travel reimbursements and receipts.

Responsibilities

Apply organizational policies and procedures to oversee ongoing administrative and operational functions and administer a defined operational program.
Analyze and resolve operational problems of moderate scope, escalating matters requiring higher-level determinations.
Coordinate complex calendars for the research program manager, clinical trials program director, and staff; schedule and maintain recurring meetings, including calls with large groups of invitees.
Serve as a primary contact for internal and external inquiries, manage correspondence and shared inboxes, and maintain email listservs.
Compile, format, route, and maintain administrative documentation supporting grant submissions, progress reports, and sponsor requests; scientific and substantive financial content remains with appropriate research or program leadership.
Arrange domestic and international travel, accommodations, itineraries, and post-travel expense submissions; collect and organize receipts and follow up to ensure booking and documentation are completed by deadlines.
Organize meetings by preparing agendas and presentations, compiling materials, taking and distributing minutes, documenting decisions and action items, and following up on tasks.
Create monthly newsletters recapping meeting highlights and support ad hoc virtual and in-person meetings and conferences.
Manage program websites and maintain program records and documentation.
Track expenditures against research protocol budgets, identify discrepancies, and route exceptions for review.
Use research staff-provided milestone information to help prepare invoices for industry sponsors for completed activities; track participant milestones and compensation.
Prepare and submit expense reports for research participant remuneration and travel reimbursements, handling participant information confidentially and following relevant policies.
Support recruitment and onboarding by submitting forms, tracking and distributing applications, scheduling interviews, maintaining documentation, communicating with candidates, and updating hiring teams and Talent Acquisition.
Provide general administrative support, including filing, basic IT support, creating and managing standard operating procedures, and office supply management.
Teach basic technology functions to lab members and learn and independently perform assigned administrative functions within established procedures.