Administrative Coordinator/Project Coordinator

Responsibilities

• Calendar and Email Management: Provide calendar and time management support to leadership you are assigned to. Prioritize and respond to calendar requests and plan accordingly. As requested, for leadership, schedule meetings, manage calendar invitations, find and reserve meeting rooms, prepare meeting rooms, and arrange for equipment and other meeting needs as necessary. Act as liaison in zoom and other virtual platforms. Respond to administrative emails.
• Event Coordination: Plan and coordinate events, including leadership and staff activities, working with venues within and outside the University to reserve space, catering, audio-visual, and other needs.
• Travel Arrangements: Coordinate the development of itinerary flight schedule and reservations, ground transportation, hotel accommodations, conference registrations and other applicable arrangements and completion of travel expense reports.
• Meeting and Seminar Support: Help facilitate meetings/seminars, prepare/distribute agendas, minutes, track action and pending items and coordinate follow-up activities. Prep room in advance of meetings/seminars if needed, obtain and place refreshments in the room, and arrange Zoom meetings.
• Purchasing: Order and track supplies, prepare requisitions, purchase orders, non-PO vouchers as needed using the M-Pathways Procurement systems; Maintain accurate and complete documentation of financial transactions for review by Center manager and Epid dept. Submit reimbursement requests.
• Proposal and Manuscript Assistance: Assist with compiling documents for funding proposals, including updating NIH biosketches/other support documents as well as obtaining the same updated documents for other investigators on proposals; Assist with maintaining and updating faculty curriculum vitae, other support and biosketches. Submit and track manuscripts, prepare manuscript title pages and references.
• Study Organization: Triage study emails including responding to or forwarding messages as appropriate. Process participant incentives. Mail documents to study participants or potential study participants. Organize presentations. Organize webinars and newsletters including sending out announcements. Put together biospecimen kits and other mailings. Approve timesheets for research team on behalf of PIs.
• Teaching assistance: Photocopying, organizing canvas course sites, communicating with students, scheduling guest lectures.
• Other related tasks as needed at the discretion of the Principal Investigators.

Required Qualifications

• Bachelor's degree and one year of secretarial and/or administrative experience, or equivalent combination of experience and education.
• Proven ability to prioritize, have exceptional organizational skills, meet deadlines and produce detailed and accurate work.
• Demonstrated ability to work successfully within a team and also independently and exercise good judgment.
• Excellent computer skills (especially in MS Word, Power Point, Excel, Google and calendaring platforms).
• Excellent oral and written communication skills, and proofreading skills.

Desired Qualifications

• Three years of secretarial and/or administrative experience.