Administrative Assistant

The ADA Forsyth Institute was founded in 1910 as the Forsyth Dental Infirmary for Children (later, the Forsyth Institute), to provide dental care to the disadvantaged children of Boston. While continuing to serve children in need, yet recognizing the ultimate goal is to prevent dental disease, the Institute in 1915 began to focus on scientific research and is today the world’s leader in oral health research.

In October of 2023, the Institute joined with the American Dental Association to form the ADA Forsyth Institute, a 501(c)(3) entity dedicated to improving people’s oral and overall health and powering the profession of dentistry through cutting‑edge basic research, creative translational science, innovative clinical technologies, and global public health outreach. Consistent with the Institute’s founding mission, the ADA Forsyth Kids mobile dental program continues to serve children in need.

The ADA Forsyth Institute is seeking to hire an Administrative Assistant
. This role provides comprehensive administrative support to the Office of Sponsored Research Programs (OSP) and dedicates a portion of effort to supporting the Vice President for Clinical and Translational Research (VP‑CTR). This role is critical to the efficient operation of research administration and leadership functions and requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast‑paced academic research environment.

The Administrative Assistant serves as a key point of contact for internal and external stakeholders, supports grant‑ and research‑related activities, and assists with executive‑level administrative needed.

• Provide administrative support for OSP staff, including meeting coordination and preparation of agendas and materials.
• Provide comprehensive administrative support for T90/R90 training grants, including coordinating renewal submissions; arranging applicant interviews; creating and maintaining NIH xTrain trainee accounts and required grant documentation; and scheduling and supporting training grant committee meetings.
• Assist with tracking and organizing sponsored research proposals, awards, and related documentation in coordination with research administration staff.
• Maintain accurate electronic and paper records related to grants, contracts, and compliance activities.
• Coordinate communications with faculty, departments, and external sponsors as directed.
• Assist with report preparation, data entry, and maintenance of internal tracking systems.

• Provide administrative and executive support to the VP‑CTR, including calendar management, scheduling meetings, and coordinating priorities.
• Prepare correspondence, presentations, briefing materials, and reports for internal and external audiences.
• Coordinate meetings with institutional leadership, faculty, collaborators, and external partners.
• Handle confidential and sensitive information with a high degree of professionalism and discretion.
• Assist with planning and logistics for travel, events, and seminars.
• Provide backup support to the Executive Assistant as needed.

• Serve as a professional and responsive point of contact for inquiries to OSP and the VP‑CTR’s office.
• Manage competing deadlines and shifting priorities with minimal supervision.
• Support process improvement and administrative efficiency initiatives.
• Perform other related duties as assigned.

• Associate’s or bachelor’s degree preferred.
• Minimum of 2–3 years of administrative support experience, preferably in an academic, research, healthcare, or complex organizational environment.
• Experience supporting research administration or sponsored programs preferred.
• Familiarity with grant or contract administration processes.
• Demonstrated proficiency with standard office software (e.g. Microsoft Office, Google Workspace).
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and ability to work effectively with diverse stakeholders.
• Ability to handle confidential information with discretion and professionalism.
• Ability to work independently and collaboratively.
• Adaptability in a dynamic, deadline‑driven environment.

ADA Forsyth Institute is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy‑related conditions or any other characteristic protected by law.