Program Administrator

Mission Driven, Community Focused About | Charles R. Drew University of Medicine and Science (cdrewu.edu)

Charles R. Drew University is located in the Watts-Willowbrook area of South Los Angeles and was founded in 1966 in the wake of the Watts uprising. CDU was founded to address inadequate medical care in the region and to provide equitable medical education opportunities for underrepresented students.

CDU is strongly invested in the local and regional community. The university leads multiple partnerships and programs to provide equitable healthcare resources in a variety of South Los Angeles neighborhoods.

Job Summary:

Under the general direction of the Vice Provost for Research, the Program Administrator will provide specialized, confidential administrative and project management support to the VP, and coordinate day-to-day administration and operational support for the Department of Research Operations.  The Program Administrator will act as liaison and will represent the Vice Provost for Research to staff, faculty, senior management, other institutions, funding agencies, and regulatory agencies.

Essential Duties

• Responsible for managing and coordinating the schedule for the Vice Provost.
• Maintains administrative and financial records.
• Service as a liaison between the CDU Administrative Offices and Committees.
• Responsible for the day-to-day functions of the administrative unit in the operation of different programs.
• Documents and files responses, tracking requests, and tracks incoming/outgoing documents and materials submitted to the Vice President regularly.
• Coordinate the collection and compilation of program activity data; develops, writes, and submits comprehensive statistical and narrative program reports.
• Collects documents, updates, materials, and reports related to regular institutional, local, national, and federal reporting requirements.
• Handle inquiries (phone, email, and walk-in, online); process incoming visitors; ensure all requirements for research faculty, staff, students, and community partners.
• Provide administrative support on grant development and grant submission.
• Coordinate resources with research faculty and staff, research administration offices, research programs, and other collaborative entities as needed through the infrastructure of the program’s aims and goals.

• Assist in scheduling and provide administrative support to planned Research seminar series etc., trainee involvement in research pillar meetings, and skill-building workshops for scholars and students involved in research, including annual research symposiums.
• Handle logistics for training, including the reservation of venues, parking, and equipment.

• Performs other job-related duties as assigned or requested.

Required Qualifications:

EDUCATION:

·         Four-year college degree (B.S.) in Business Administration or Health Sciences from a regionally accredited university. Experience in Business Administration, Public Administration, or Public Health is an advantage.

EXPERIENCE:

• At least 5 years or more years of experience coordinating educational programs and activities in a higher education institution, supporting leaders, executives, or managers.
• At least 5 or more years of experience in scientific and programmatic grant development, writing, and submission of grant proposals and reports, including to federal, local, and private funding agencies. Prefer experience with grant submission to the National Institute of Health and its agencies, such as the National Cancer Institute and the National Institute on Minority Health and Health Disparities.
• Experience in the coordination of staff and students, including experience working in conjunction with HR. Also strongly prefer experience working with diverse partners and cultural sensitivity.

• Experience with developing and communicating, in written and oral form, detailed and technical scientific and administrative program information to various audiences.
• Experience with interpreting operating policies and procedures and resolving minor discipline and other employee relations issues within an academic setting or institution.
• Prefer working knowledge of science/health education or biomedical research.

KNOWLEDGE/ABILITY/SKILLS:

• Must be able to work on multiple tasks simultaneously and have strong time management skills.
• Must have strong organizational skills, be detail-oriented, and be able to work collaboratively on scientific, clinical, research, administrative, and community-partnered teams.
• Knowledge of grant proposal development and administration, including federal, local, and private agencies. Strongly prefer experience working with the National Institute of Health and its agencies, such as the National Cancer Institute and the National Institute on Minority Health and Health Disparities.
• Strong scientific, clinical, and academic research writing skills preferred, including but not limited to editing and preparing scientific/technical manuscripts and use of bibliographic software such as Endnote. Prefer knowledge of manuscript submission and scientific journal processes related to manuscript banking into NIH’s PMC following open access policies.
• Knowledge of evaluation metric development for scientific, academic, educational, clinical, and community programs and activities, including the ability to effectively consolidate, analyze, and report data.

• Ability to develop and maintain professional working relationships in complex program/organizational settings involving heterogeneous constituents such as academic and clinical faculty, staff, students, and community partners from diverse backgrounds.

• Excellent communication and interpersonal skills. Prefer basic/working knowledge of the Spanish language.
• Proficient in Microsoft Applications, including but not limited to Outlook, Excel, PowerPoint, and Word.
• Prefer knowledge of NIH grant application software and related submission processes.
• Ability to apply a high degree of judgment, discretion, and initiative in coordinating activities.
• Self-motivated and can work with minimum supervision.
• Strong organizational, interpersonal, communication, and computer skills are required.
• Initiative to seek alternative approaches to solutions.

Compensation:

• $70,304 - $74,000 annual

Position Status:

• Full-Time, Exempt

COMPLEXITY:

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Long-term sitting at a computer workstation. Frequent standing and walking; occasional standing for multiple hours at events. Finger movement, feeling sufficient to work computers and equipment; speaking clearly, hearing conversationally, and seeing far and near. Travel off campus involved will be involved.

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Position is on-site unless specific authorization from the manager. 

MENTAL DEMANDS:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• Being able to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position. Frequently work on a variety of unrelated tasks. Use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements:

• Ability to work effectively with a diverse community.