Research Network Administrative Coordinator

This is a fully remote position, open to applicants in United States.

📋 Description

• Provide administrative assistance to the CVRS leadership team.

• Oversee leadership calendars and handle scheduling requests.

• Organize both internal and external meetings.

• Arrange for recurring committee, leadership, and operational meetings.

• Prepare meeting agendas along with supporting materials.

• Distribute meeting invitations and relevant documents.

• Take meeting notes and keep records upon request.

• Maintain logs of action items for leadership.

• Monitor project deliverables and deadlines.

• Follow up with team members on pending tasks.

• Ensure completion of assigned action items.

• Provide regular status updates to leadership.

• Assist in the development of project dashboards and reports.

• Coordinate the routing of contracts, agreements, SOPs, policies, and study documents for review and approval.

• Keep track of document approvals and signature statuses.

• Ensure version control of documents is maintained.

• Aid in the collection and organization of leadership approvals.

• Support electronic signature processes.

• Oversee and manage shared departmental email accounts.

• Direct communications to the relevant stakeholders.

• Draft routine communications and summaries of meetings.

• Coordinate follow-up correspondence on behalf of leadership.

• Maintain updated contact lists and distribution groups.

• Organize leadership meetings, committee meetings, and strategic planning sessions.

• Arrange meeting logistics, including conference rooms, virtual meeting links, and materials.

• Coordinate travel arrangements as necessary.

• Assist in the planning and execution of: Investigator Meetings, Research Summits, Leadership Retreats, Site Manager Meetings, Training Programs, Sponsor Visits, and Team Recognition Events.

• Coordinate the collection of organizational documentation.

• Keep organizational charts and contact directories up to date.

• Help with the distribution of network-wide announcements.

• Support the implementation of operational initiatives.

• Prepare routine operational reports.

• Compile metrics and materials for leadership meetings.

• Maintain tracking logs and status reports for projects.

• Assist in creating PowerPoint presentations and executive summaries.

• Support the preparation of materials for the Board, Executive Committee, and Leadership Team.

• Track workflows for contract review and approval.

• Keep vendor contact information organized.

• Uphold confidentiality regarding sensitive organizational information.

• Adhere to organizational policies and procedures.

• Maintain accurate and well-organized records.

• Participate in initiatives for process improvement.

⛳️ Requirements

• An Associate's Degree is required.

• A Bachelor's Degree in Business Administration, Healthcare Administration, Communications, or a related field is preferred.

• At least 2 years of experience in administrative roles, executive assistance, project coordination, healthcare administration, or research administration is preferred.

• Experience in supporting multiple leaders or departments is preferred.

• Proven experience in coordinating meetings, projects, and executive communications is preferred.

• Exceptional organizational abilities.

• Strong attention to detail.

• Capability to manage multiple priorities at once.

• Excellent written and verbal communication skills.

• Strong customer service and interpersonal skills.

• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

• Ability to maintain confidentiality and professionalism.

• Capacity to work independently and proactively identify needs.

🏝️ Benefits

• Health insurance

• Retirement plans

• Paid time off