Administrator

About the role

The Program Administrator provides administrative support for clinical, research, education, and community health programs at Marshall University and Marshall Health. Working with program managers, investigators, clinical teams, and institutional departments, the administrator helps projects run smoothly through effective scheduling, communication, record keeping, purchasing support, and coordination of routine activities. The role supports one or more programs and requires attention to detail, sound judgement, and the ability to manage competing priorities. The administrator maintains accurate records, follows up on agreed actions, and provides a professional point of contact for staff, partners, and participants. Responsibilities are adapted to each program’s needs and established procedures.

Responsibilities

• Manage calendars, arrange meetings, coordinate appointments, and organise travel and event logistics for assigned programmes.
• Prepare agendas, meeting materials, correspondence, and presentations.
• Record minutes, maintain action logs, and follow up with responsible staff on agreed deadlines.
• Maintain organised electronic files, contact lists, document templates, and shared resources.
• Apply consistent naming, version control, access, and retention procedures.
• Support staff onboarding by coordinating induction schedules, system-access requests, workspace arrangements, and required training records with the relevant departments.
• Maintain administrative work plans and trackers for activities, deliverables, and deadlines.
• Alert program managers to missing information, overdue actions, and scheduling conflicts.
• Act as an administrative contact for internal teams, participating sites, vendors, and community partners.
• Respond to routine enquiries and direct technical, clinical, financial, or research questions to the appropriate colleague.
• Coordinate logistics for workshops, training sessions, outreach activities, site visits, and program events, including invitations, registration, attendance records, materials, and room or virtual meeting arrangements.
• Support patient or research participant scheduling, reminders, and distribution of approved information where assigned.
• Refer questions about eligibility, consent, treatment, or clinical concerns to authorized staff.
• Prepare purchase requests, obtain quotations, track orders, and maintain supply and equipment inventories in accordance with institutional procedures.
• Process and track invoices, expense claims, travel reimbursements, and other payment requests through approved channels.
• Check supporting documentation and follow up on missing information.
• Maintain expenditure and commitment records to support budget monitoring.
• Assist program managers and finance staff with reconciliation, routine financial summaries, and identification of discrepancies.
• Enter and update administrative information in approved databases, spreadsheets, and program systems.
• Check records for completeness and accuracy and resolve routine discrepancies with the responsible team.
• Compile activity records, attendance figures, training logs, and other approved information for progress reports, funding reports, and program reviews.
• Track agreements, required forms, approvals, and reporting dates.
• Route documents for review and signature and maintain current, accessible records.
• Help prepare documentation for audits, monitoring visits, project closeout, and records archiving under the direction of program leadership.
• Handle personal, clinical, research, staff, and financial information discreetly and securely.
• Follow institutional confidentiality, data protection, and information-sharing procedures.
• Use approved systems and communication channels, maintain appropriate access permissions, and promptly report suspected errors, information-security concerns, or other administrative risks.
• Identify opportunities to simplify administrative processes, improve record quality, and reduce delays.
• Help maintain written procedures and implement agreed improvements.
• Provide administrative cover and other related support consistent with the role, training, and program priorities.

Requirements

• Associate or bachelor’s degree in business administration, office administration, health administration, or a related field.
• At least two