Administrative Assistant

Administrative Coordinator

Pay Rate: $36.37/hr

Work Hours:

Standard schedule 8:30am – 5:00pm

The Project Specialist – Administrative provides high-level administrative and project support to the Executive Director and two lead faculty members within the institute. This role is vital for coordinating institute-wide software implementations, overseeing grant administration for health services research projects, and supporting program promotion and training for grant development initiatives.

Administrative Support

• Deliver comprehensive day-to-day support to executive leadership and faculty.
• Prepare, update, and distribute meeting agendas and notes.
• Manage calendars and scheduling for 1:1, team, and ad-hoc meetings.
• Set up and operate meeting technology (Zoom, Teams, AV equipment).
• Fulfill miscellaneous administrative duties as needed.

Project Coordination

• Lead project planning and coordination for institute-wide software systems (e.g., SPARC).
• Organize meetings, maintain project plans, and facilitate stakeholder communications.
• Track issues, coordinate bi-weekly check-ins, and provide updates at executive and strategic sessions.

Grant Administration

• Oversee grant submissions, reviews, and compliance processes for research proposals (PCORI, Seed, HSIA).
• Manage application opportunities in Info Ready and support scheduling of review meetings.
• Assist in proposal writing, budget preparation, and program deliverables tracking.
• Support logistics for mentorship consultations and hourly tracking.

Program Promotion & Training

• Assist with application intake, review processes, and selection notifications for grant development training programs.
• Coordinate logistics for annual training events and workshops (space, materials, registration, catering).
• Contribute to the development and distribution of program materials and post-event surveys.