Research Administrative Coordinator

Position Overview

The Research Network Administrative Coordinator is a vital support role offering administrative, operational, and project coordination services to the CVRS leadership and the wider clinical research network. Acting as a hub, this position facilitates meeting logistics, executive assistance, document oversight, communication management, and special tasks to promote smooth operation of network activities.

Key Responsibilities

• Provide comprehensive administrative assistance to CVRS leadership including calendar and schedule management.
• Organize internal and external meetings, prepare agendas, distribute meeting documents, and take minutes as needed.
• Maintain tracking systems for leadership action items, project deadlines, and deliverables, ensuring timely follow-up and status updates.
• Manage routing and approval processes for contracts, policies, SOPs, and study documentation with version control and electronic signature support.
• Oversee departmental communications including email triage, drafting routine messages, and maintaining contact lists.
• Coordinate details for leadership, committee, and strategic meetings; manage logistical elements such as venues, virtual links, travel, and event planning for various research-related gatherings.
• Support network operations by organizing documentation, updating organizational charts, disseminating announcements, and assisting operational projects.
• Create reports, compile metrics, prepare presentation materials, and contribute to executive meeting preparations.
• Ensure compliance by safeguarding confidential information, adhering to organizational policies, and maintaining precise records.

Required Qualifications

• Associate's degree mandatory; Bachelor’s degree in Business Administration, Healthcare Administration, Communications, or related fields is preferred.
• At least 2 years' experience in administration, executive assistance, project coordination, healthcare or research administration is favored.
• Experience supporting multiple leaders or teams and managing meetings and executive communications is advantageous.

Skills and Competencies

• Excellent organizational abilities and keen attention to detail.
• Strong multitasking skills with effective prioritization.
• Outstanding verbal and written communication skills.
• Customer service orientation with interpersonal effectiveness.
• Proficient with Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to maintain confidentiality and demonstrate professionalism.
• Self-motivated with independent initiative.

Physical Requirements

• Capable of extended computer usage.
• Occasionally able to lift and carry up to 20 pounds of meeting materials or supplies.