Project & Administrative Coordinator

Institute Project & Administrative Coordinator

The Institute Project & Administrative Coordinator provides comprehensive administrative and project support to the Executive Director and two lead faculty members. This role is pivotal in the coordination of institute-wide software implementations, grant administration for health services research, and program promotion for a grant development training program.

Required

Education:

Bachelor's degree preferred

Required Experience, Knowledge &

Skills:

• Previous experience in project coordination, grant administration, or higher-education administrative support preferred.
• Strong organizational and communication skills.
• Proficiency with video conferencing and collaborative platforms such as Zoom, Teams, and Google Drive.
• Ability to multi-task and adapt to changing priorities.

Job Responsibilities:

• Administrative Support:
• Provide day-to-day administrative assistance to the Executive Director and institute faculty.
• Attend regular meetings and prepare/update agendas; take and distribute meeting notes.
• Support scheduling for 1:1 meetings, team meetings, and other ad-hoc discussions.
• Set up and manage meeting technology (Zoom, Teams, projectors, and audio systems).
• Complete miscellaneous administrative tasks as requested.
• Project Coordination:
• Manage institute-wide software system (SPARC) implementation:
• Maintain project plan, schedule meetings, and create agendas.
• Compile project status updates and stakeholder communications.
• Track project issues and coordinate bi-weekly check-ins.
• Liaise with core groups to provide regular updates at standing executive and strategic planning meetings.
• Grant Administration:
• Oversee submission and review processes for research proposals (PCORI, Seed, and HSIA grants):
• Set up application opportunities in Info Ready, conduct compliance reviews, and coordinate review meetings.
• Provide updates and support communications among applicants, faculty, and reviewers.
• Assist with writing proposals, compiling budgets, and tracking program deliverables.
• Facilitate mentorship program logistics, including scheduling consultations and tracking hours.
• Program Promotion & Training:
• Assist in promoting grant development training programs and workshops.
• Support application intake, review compliance, and facilitate selection notifications.
• Coordinate logistics for annual training and REDCap workshops (space, materials, catering, registration).
• Assist with the development and distribution of program materials and follow-up surveys.

Only those lawfully authorized to work in the designated country associated with the position will be considered. Please note that all position start dates and duration are estimates and may be reduced or lengthened based upon a client's business needs and requirements.