Administrative Assistant III

Position Summary

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.

Key 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 InfoReady, 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.

Meetings and Regular Tasks

• Monthly/Quarterly Meetings: Attend SC CTSI Monthly Updates (2nd Wednesdays), Executive Team meetings (4th Thursdays), HH&S/CTSI Check-Ins (2nd Wednesdays), and other standing meetings.
• Weekly/Bi-weekly Meetings: Project management check-ins, grant development meetings, and standing team meetings.
• Application Cycles: Support grant proposal and training program intakes once per year or as funding is available.
• As-needed: Schedule and support ad-hoc meetings and miscellaneous tasks.

Required Systems and Access

• Zoom, Teams, Slack (for remote meetings)
• Google Drive, HDS drive, P drive (for file management)
• InfoReady (for application processing)
• Brightspace, Monday.com, HelpSpot, Formstack, REDCap (as appropriate for coordination)
• 1Password (for secure access management)

Qualifications

• 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.