Administrative Coordinator

Administrative Coordinator, Research Programs (Biomechanics & Biostatistics)

Department: Research Institute

Reports To: Director of Research Resources and Facilities

Position Summary

The Administrative Coordinator serves as the primary administrative and operational resource for the Biomechanics and Biostatistics Programs within the Research Institute. This position provides comprehensive support to program leadership, Principal Investigators (PIs), faculty, research staff, trainees, students, volunteers, and collaborators while coordinating program operations, communications, meetings, seminars, events, and special initiatives.

Essential Responsibilities

• Program Administration and Coordination
• Provide comprehensive administrative and operational support for the Department of Biomechanics and the Center for Biostatistics.
• Coordinate calendars, meetings, seminars, workshops, conferences, and special events, ensuring effective planning, communication, and follow-through.
• Support Departmental and Center leadership through the preparation correspondence, reports, presentations, agendas, and other administrative materials.
• Track key activities, deadlines, action items, and deliverables to support timely completion of departmental and center initiatives
• Maintain organized electronic and physical filing systems and program documentation.
• Support committees, strategic initiatives, and special projects.
• Provide backup support and cross-functional partnerships with our team of administrative coordinators

• Faculty, Research Staff, and Trainee Support
• Serve as a primary administrative contact for assigned faculty, Principal Investigators, research staff, fellows, students, volunteers, and visiting researchers.
• Coordinate recruiting logistics, interviews, onboarding and offboarding activities.
• Coordinate administrative support for trainees, interns, and visiting researchers, including onboarding documentation, scheduling, workspace arrangements, and related program logistics
• Facilitate communication among faculty, research staff, trainees, institutional departments, and external collaborators.

• Event, Meeting, and Seminar Management
• Plan and coordinate research seminars, workshops, faculty meetings, conferences, visiting scholar events, and program activities.
• Manage scheduling, conference room reservations, catering, audiovisual requirements, travel logistics, and event communications.

• Financial and Operational Administration
• Process purchase requisitions, vendor invoices, reimbursements, travel expenses, and related administrative transactions.
• Assist with budget monitoring, expenditure tracking, procurement activities, and financial recordkeeping.

• Research Operations and Compliance Support
• Support laboratory access, facility orientation, and required training processes in partnership with designated laboratory operations and compliance personnel.
• Maintain administrative records related to onboarding, access requests, training completion, and compliance tracking.

• Communications and Stakeholder Engagement
• Prepare newsletters, announcements, reports, and informational materials.
• Coordinate and update digital communications platforms including elevator lobby displays, digital signage, and other internal communication channels.

• Process Improvement and Facilities Support
• Develop and maintain SOPs, workflows, and process documentation.
• Coordinate office logistics, inventory management, shipping, mail distribution, and conference room scheduling.

Qualifications

• Required: Associate degree; 3+ years of administrative, operations, or program coordination experience; strong Microsoft Office skills; excellent communication and organizational skills.

• Preferred: Bachelor's degree; experience in research, healthcare, academic medicine, or higher education; experience supporting faculty or research programs; experience with Workday, UKG/Dimensions, Monday.com, or similar systems; experience maintaining digital communications and internal communications platforms.

Physical Requirements

• Ability to work at a computer for extended periods.
• Ability to move throughout office, research, and meeting spaces.
• Ability to occasionally lift and carry up to 25 pounds.
• Ability to assist with conference room and event setup, including tables, chairs, signage, meeting materials, and audiovisual equipment.

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