ADMIN OFCR 2 CX
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 established University, departmental, research, financial, and administrative policies and procedures, the coordinator independently manages ongoing administrative functions of moderate scope and complexity, uses judgment within defined guidelines, and resolves routine operational issues. The role serves as an administrative point of contact for internal and external stakeholders and escalates matters requiring scientific, financial, policy, or management-level decisions to appropriate program leadership or functional offices. The position supports efficient day-to-day program operations through complex calendar and meeting coordination; communications and documentation; procurement, invoices, reimbursements, and budget tracking; travel arrangements; research milestone tracking; recruitment and onboarding administration; maintenance of records, websites, and standard operating procedures; and basic technology support. The coordinator works with research staff, finance teams, study coordinators, principal investigators, sponsors, candidates, and other partners. Scientific and substantive financial content for grant submissions and reports remains the responsibility of the appropriate research or program leadership. The ideal candidate is detail-oriented, proactive, highly organized, comfortable in a fast-paced environment, and interested in contributing to medical research, including research into new therapies and interventions for neurodegenerative brain diseases.
Requirements
- Proven verbal and written communication and interpersonal skills for communicating with staff, leadership, and internal and external stakeholders.
- Demonstrated organizational skills and ability to multitask under demanding timeframes.
- Proficiency with Microsoft Office products, including Outlook, Word, Excel, and PowerPoint, for calendar management, tracking, correspondence, and presentations.
- Familiarity with survey creation and presentation tools or related software.
- Ability to collaborate with cross-functional teams such as departmental administrative teams, Human Resources, and Talent Acquisition.
- 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 in handling confidential participant and travel information.
- Ability to work with multiple stakeholders and cross-functional partners.
Nice To Haves
- At least 1 year of experience supporting complex clinical research projects involving multiple stakeholders.
- Experience or exposure to Doodle, Calendly, Canva, Figma, Adobe Illustrator, DocuSign, Qualtrics, REDCap, Squarespace, and WordPress.
Responsibilities
- Apply organizational policies and procedures to oversee ongoing administrative and operational functions, administer defined program operations, and analyze and resolve operational problems of moderate scope.
- Coordinate complex calendars for the research program manager, clinical trials program director, and staff; manage recurring meetings and scheduling with internal and external stakeholders, including monthly calls with more than 250 invitees.
- Serve as a primary contact for internal and external inquiries, manage large email listservs and shared inbox communications, and adapt communications to stakeholders at different levels of seniority.
- Compile, format, route, and maintain administrative documentation supporting grant submissions, progress reports, and sponsor requests.
- Arrange domestic and international travel, accommodations, itineraries, and post-travel expense submissions; collect and organize receipts and required travel documentation.
- Organize meetings by preparing agendas and presentations, compiling stakeholder materials, taking and distributing minutes, tracking action items, and creating monthly newsletters summarizing meeting highlights.
- Maintain program websites and provide support for ad hoc virtual and in-person meetings or conferences.
- Track expenditures against established research protocol budgets, identify discrepancies, and route exceptions for review.
- Track research visit milestones using information supplied by research staff and help prepare industry sponsor invoices for completed activities.
- Prepare and submit expense reports for research participant remuneration and travel reimbursements while protecting confidential participant information and following applicable supply chain policies.
- Administer recruitment requests by submitting forms, tracking and distributing applications, scheduling interviews, supporting onboarding, maintaining recruitment records, and communicating updates to hiring teams and talent acquisition.
- Provide general administrative support, including filing, basic IT assistance, creating and maintaining standard operating procedures, and managing office supplies.
- Learn and independently perform assigned administrative functions within established procedures, and help lab members with basic technology functions.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
