Executive Administrative Assistant

Job Description:

Duration of Assignment: about 17-18 weeks estimated

Work hours: Full time, 40 hrs/wk, Standard work schedule is 8:30am – 5pm. The contingent worker will primarily work remotely and will be expected to be onsite on Thursdays, as needed. Training will not be conducted fully onsite since both the supervisor, and the worker primarily work remotely. However, there might be designated days when the contingent worker is required to come onsite for training and other work-related activities

Dress code: Business Casual

Parking: Contingent is responsible for cost of parking.

Minimum Education

Bachelor’s degree preferred

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.

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.

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)

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.

Executive Director, with dotted-line support to institute lead faculty.