ADMIN OFCR 2 CX

The Research Administrative Coordinator will provide comprehensive administrative and operational coordination for large, multi-site NIH-funded observational studies and for clinical trials within the AD and FTD Clinical Trials Research Program. Working within established University, departmental, research, financial, and administrative policies and procedures, the incumbent independently coordinates a variety of ongoing administrative functions of moderate scope and complexity and exercises judgment in determining appropriate action within defined guidelines. In this position, you will play a pivotal role in ensuring efficient day-to-day operations within our organization. 

The primary responsibilities will revolve around providing administrative support and facilitating smooth communication internally and externally to ensure the successful mangement of these programs. Responsibilities include complex calendaring and meeting coordination; program communications and documentation; procurement, invoice, and reimbursement administration; travel coordination; administrative tracking of research milestones; administrative support for recruitment and onboarding; maintenance of program records, websites, and standard operating procedures; and basic technology support. The incumbent serves as an administrative point of contact for internal and external stakeholders, identifies and resolves routine operational issues, and escalates matters requiring scientific, financial, policy, or management-level determination to the appropriate program leadership or functional office.

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational functions. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.

The Research Administrative Coordinator will be an integral part of a team on the cutting edge of research including new therapies and other interventions for neurodegenerative brain diseases. We are seeking a detail-oriented and proactive individual will be responsible for:

• Calendar Management: Coordinate and manage complex calendars for a research program manager and the clinical trials program director and staff, including scheduling meetings, appointments, and conference calls.
  • Manage calendar series for weekly calls including internal and external stakeholders
  • Independently coordinate and maintain calendar series for monthly calls with 250+ invitees
  • Schedule, reschedule, and cancel meetings as needed based on key stakeholder calendar availability
  • Functional experience with scheduling tools such as Outlook (+Zoom add-on), Doodle, Calendly, and Zoom scheduling
• Communication: Serve as the primary point of contact for internal and external inquiries, ensuring timely and professional correspondence.
  • Manage email listservs that include 300+ contacts with frequent turnover
  • Experience communicating with stakeholders at varying levels of seniority
  • Ability to use judgement in adapting communication styles as needed
  • Manage communications with stakeholders with minimal follow up from leadership
  • Managing communication & documentation via shared inboxes in Microsoft (Outlook) and Google suites
• Documentation and Reporting: Compile, format, route, and maintain administrative documentation supporting grant submissions, progress reports, and sponsor requests; scientific and substantive financial content remains with appropriate research/program leadership
  • Proven ability to understand and adapt to requirements as set by leadership and/or funding agencies
  • Experience using software such as Docusign, Google Forms, Qualtrics, and RedCap
• Travel Coordination: Arrange travel logistics, accommodations, and itineraries for domestic and international trips including post-travel expense submissions
  • Ability to maintain confidentiality with sensitive personal information for travel booking
  • Experience planning and following up with travelers to ensure booking and respective documentation is completed ahead of deadlines
  • Experience collecting, organizing, and maintaining receipts to submit expense reports
• Meeting Support: Organize meetings, including preparing agendas, taking minutes, distributing information to attendees via written communication, and following up on action items.
  • Experience assembling meeting agendas and presentations via office suite programs (eg. Powerpoint, Word) for multiple recurring meetings per week 
  • Compile presentation documentation from internal and external stakeholders
  • Attend specified meetings and document decisions and action items via minutes to be distributed afterwards
  • Create monthly newsletters recapping highlights from various meetings that occurred throughout the month
  • Manage websites through software such as Squarespace
  • Experience or exposure to software such as Powerpoint, Canva, Prezi, and Figma
  • Provide support as requested for ad hoc virtual and in-person meetings/conferences
• Budget Tracking Track expenditures against established research protocol budgets, identify discrepancies, and route exceptions for review
  • Experience supporting teams managing multiple high-value budgets
  • Exposure to rolling budgets that require itemized spending tracking over multiple years
• Research Visit Milestone Tracking:  Integrate milestone information provided by research staff to help prepare invoices for industry sponsors for completed activities
  • Proven ability to work cohesively with cross-functional partners, including finance teams, study coordinators, and PIs from various institutions
  • Experience with longitudinal projects that involve compensation for specific milestones
  • Manage and track participant milestones and compensation through software like Excel, Smartsheets
• Participant reimbursements and remuneration: Prepare and submit expense reports related to research participant remuneration and travel reimbursements.
  • Completed or ability to complete CITI Program trainings for Good Clinical Practice (GCP) and Human Subjects Protection (HSP)
  • Ability to use sound judgement when handling participant information to protect confidentiality
  • Experience organizing and managing receipts to process participant travel reimbursements
  • Complete financial tasks with a keen eye for detail while being efficient and mindful of UC Supply Chain policies
• Support employment recruitment requests: Submit forms via Smartsheets and Oracle, tracking and distributing candidate applications, scheduling interviews with hiring committee and candidates, providing onboarding support
  • Communicate with internal and external candidates with a high level of professionalism
  • Maintain recruitment tracking and documentation
  • Provide regular updates to internal hiring teams and talent acquisition
  • Facilitate positive relationships with cross-functional partnerships between the hiring team, talent acquisition, and human resources
• General Administrative Tasks: Provide general administrative support such as filing, basic IT support, creating and managing SOPs for common tasks, and office supply management.
  • Comfort navigating ambiguity when ad hoc tasks are requested
  • Experience creating SOPs with limited existing reference documentation
  • Ability to understand and teach basic technology functions to various members of the lab (eg. screensharing via Zoom)
  • Ability to learn quickly, retain information, and Independently perform assigned administrative functions within established procedures within the first 6 months of the role
  • Managing multiple websites through Wordpress and Drupal
     

The ideal candidate will thrive in a fast-paced environment, possess exceptional organizational skills, and have a passion for contributing to impactful medical research.

Required

• Proven  communication and interpersonal skills to communicate effectively with all levels of staff, internal/external stakeholders, and leadership verbally and in writing/emails;
• Demonstrated organizational skills and ability to multi-task with demanding timeframes
• Demonstrated proficiency using Microsoft Office products (Outlook, Word, Excel, and PowerPoint) to manage calendars, maintain tracking tools, prepare correspondence, and format presentations
• Demonstrated familiarity with survey creation and presentations including related software
• Proven ability to work collaboratively with other cross-functional teams such as the dept admin core, HR, and Talent Acquisition 
• Demonstrated record of cooperative working relationships with patients, co-workers, & physicians.
• At least 6 months of experience supporting multiple concurrent projects. 
• Demonstrated ability to identify decisions and pending action items from meetings with multiple participants.
• Ability to learn and retain information in a timely manner
   

Preferred

• At least 1 year of prior support of complex clinical research projects with multiple stakeholders
• Experience/exposure to less frequently used software such as Doodle, Calendly, Canva, Figma, Adobe Illustrator, Docusign, Qualtrics, RedCap, Squarespace, and Wordpress