Administrative Assistant

Summary:

• Location: Los Angeles, CA
• Work Mode: Hybrid, mostly remote
• Duration: 4 Months
• Shift: 8:30am – 5pm

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:
  • Attend SC CTSI Monthly Updates, Executive Team meetings, HH&S/CTSI Check-Ins, and other standing meetings.
  • Participate in project management check-ins, grant development meetings, and standing team meetings.
  • Support grant proposal and training program intakes once per year or as funding is available.
  • Schedule and support ad-hoc meetings and miscellaneous tasks as needed.

Requirements:

• 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.