Administrative Assistant III

Job Description

Job Description

Job Title: Administrative Assistant III

Schedule: Monday-Friday 8:30am – 5pm. Hybrid, mostly remote

The contingent worker will primarily work remotely and will be expected to be onsite on Thursdays, as needed. Training will not be conducted fully onsite since both the supervisor, and the worker primarily work remotely. However, there might be designated days when the contingent worker is required to come onsite for training and other work-related activities

Pay rate : 36.37

Duration of Assignment: about 17-18 weeks estimated

Key Responsibilities

Administrative Support

• Provide day-to-day administrative assistance to the Executive Director and institute faculty.
• Attend regular meetings and prepare/update agendas; take and distribute meeting notes.
• Support scheduling for 1:1 meetings, team meetings, and other ad-hoc discussions.
• Set up and manage meeting technology (Zoom, Teams, projectors, and audio systems).
• Complete miscellaneous administrative tasks as requested.

Project Coordination

• Manage institute-wide software system (SPARC) implementation:
  • Maintain project plan, schedule meetings, and create agendas.
  • Compile project status updates and stakeholder communications.
  • Track project issues and coordinate bi-weekly check-ins.
• Liaise with core groups to provide regular updates at standing executive and strategic planning meetings.

Grant Administration

• Oversee submission and review processes for research proposals (PCORI, Seed, and HSIA grants):
  • Set up application opportunities in InfoReady, conduct compliance reviews, and coordinate review meetings.
  • Provide updates and support communications among applicants, faculty, and reviewers.
  • Assist with writing proposals, compiling budgets, and tracking program deliverables.
• Facilitate mentorship program logistics, including scheduling consultations and tracking hours.

Program Promotion & Training

• Assist in promoting grant development training programs and workshops.
• Support application intake, review compliance, and facilitate selection notifications.
• Coordinate logistics for annual training and REDCap workshops (space, materials, catering, registration).
• Assist with the development and distribution of program materials and follow-up surveys.

Meetings and Regular Tasks

• Monthly/Quarterly Meetings: Attend SC CTSI Monthly Updates (2nd Wednesdays), Executive Team meetings (4th Thursdays), HH&S/CTSI Check-Ins (2nd Wednesdays), and other standing meetings.
• Weekly/Bi-weekly Meetings: Project management check-ins, grant development meetings, and standing team meetings.
• Application Cycles: Support grant proposal and training program intakes once per year or as funding is available.
• As-needed: Schedule and support ad-hoc meetings and miscellaneous tasks.

Required Systems and Access

• Zoom, Teams, Slack (for remote meetings)
• Google Drive, HDS drive, P drive (for file management)
• InfoReady (for application processing)
• Brightspace, Monday.com, HelpSpot, Formstack, REDCap (as appropriate for coordination)
• 1Password (for secure access management)

Qualifications

• Previous experience in project coordination, grant administration, or higher-education administrative support preferred.
• Strong organizational and communication skills.
• Proficiency with video conferencing and collaborative platforms such as Zoom, Teams, and Google Drive.
• Ability to multi-task and adapt to changing priorities.

Reports To

Executive Director, with dotted-line support to institute lead faculty.