Research Network Administrative Coordinator

Role Overview

• 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.
• 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.
• Assist with preparation of project dashboards and reports.
• Coordinate routing of contracts, agreements, SOPs, policies, and study documents for review and approval.
• Track document approvals and signature status.
• Maintain document version control.
• Assist with collection and organization of leadership approvals.
• Support electronic signature workflows.
• Monitor and manage shared departmental email accounts.
• Route communications to appropriate stakeholders.
• Draft routine communications and meeting summaries.
• Coordinate follow-up correspondence on behalf of leadership.
• Maintain contact lists and distribution groups.
• Coordinate leadership meetings, committee meetings, and strategic planning sessions.
• Arrange meeting logistics, conference rooms, virtual meeting links, and materials.
• Coordinate travel arrangements as needed.
• Assist with planning and execution of: Investigator Meetings, Research Summits, Leadership Retreats, Site Manager Meetings, Training Programs, Sponsor Visits, Team Recognition Events.
• Coordinate collection of organizational documentation.
• Maintain organizational charts and contact directories.
• Assist with distribution of network-wide announcements.
• Support implementation of operational initiatives.
• Prepare routine operational reports.
• Compile leadership metrics and meeting materials.
• Maintain tracking logs and project status reports.
• Assist with creation of PowerPoint presentations and executive summaries.
• Support preparation of Board, Executive Committee, and Leadership Team materials.
• Track contract review and approval workflows.
• Maintain vendor contact information.
• Maintain confidentiality of sensitive organizational information.
• Follow organizational policies and procedures.
• Maintain accurate and organized records.
• Participate in process improvement initiatives.

Requirements

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

Benefits

• Health insurance
• Retirement plans
• Paid time off