Healthcare Administrative Assistant

Position Summary

The Research Network Administrative Coordinator provides administrative, operational, and project coordination support to the CVRS leadership team and the broader clinical research network. This position serves as a central resource for meeting coordination, executive support, document management, communication tracking, and special projects.

Essential Responsibilities

• Executive and Leadership Support

• Provide administrative support to CVRS leadership.
• Manage leadership calendars and scheduling requests.
• Coordinate internal and external meetings.
• Schedule recurring committee, leadership, and operational meetings.
• Prepare meeting agendas and supporting materials.
• Distribute meeting invitations and supporting documents.
• Record meeting notes and maintain meeting records when requested.

• Action Item and Project Tracking

• Maintain leadership action item logs.
• Track project deliverables and deadlines.
• Follow up with team members regarding outstanding tasks.
• Monitor completion of assigned action items.
• Provide routine status updates to leadership.
• Auxiliary preparation of project dashboards and reports.

• Document Management and Routing

• Cook routing of contracts, agreements, SOPs, policies, and study documents for review and approval.
• Track document approvals and signature status.
• Maintain document version control.
• Auxiliary support for collection and organization of leadership approvals.
• Auxiliary support for electronic signature workflows.

• Communication Management

• Monitor and manage shared departmental email accounts.
• Routinely route communications to appropriate stakeholders.
• Draft routine communications and meeting summaries.
• Auxiliary follow-up correspondence on behalf of leadership.
• Maintain contact lists and distribution groups.

• Meeting and Event Coordination

• Coordinate leadership meetings, committee meetings, and strategic planning sessions.
• Arrange meeting logistics, conference rooms, virtual meeting links, and materials.
• Auxiliary coordination of travel arrangements as needed.
• Auxiliary coordination of events such as:
• Investigator Meetings
• Research Summits
• Leadership Retreats
• Site Manager Meetings
• Training Programs
• Sponsor Visits
• Team Recognition Events

• Network Operations Support

• Cook collection of organizational documentation.
• Maintain organizational charts and contact directories.
• Auxiliary distribution of network-wide announcements.
• Auxiliary support for implementation of operational initiatives.

• Reporting and Administrative Analytics

• Prepare routine operational reports.
• Compile leadership metrics and meeting materials.
• Maintain tracking logs and project status reports.
• Auxiliary creation of PowerPoint presentations and executive summaries.
• Auxiliary preparation of Board, Executive Committee, and Leadership Team materials.
• Auxiliary tracking of contract review and approval workflows.
• Auxiliary maintenance of vendor contact information.

• Quality and Compliance

• Maintain confidentiality of sensitive organizational information.
• Follow organizational policies and procedures.
• Maintain accurate and organized records.
• Participate in process improvement initiatives.

Qualifications

• Education

• Associate's Degree required.
• Bachelor's Degree in Business Administration, Healthcare Administration, Communications, or related field preferred.

• Experience

• Minimum 2 years of administrative, executive assistant, project coordination, healthcare administration, or research administration experience preferred.
• Experience supporting multiple leaders or departments preferred.
• Experience coordinating meetings, projects, and executive communications preferred.

• Knowledge, Skills, and Abilities

• Exceptional organizational skills.
• Strong attention to detail.
• Ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to maintain confidentiality and professionalism.
• Ability to work independently and proactively identify needs.

Physical Requirements

• Ability to perform prolonged computer-based work.
• Ability to occasionally lift and transport meeting materials and supplies up to 20 pounds.