Research Administrative Coordinator

Job Profile Summary 

​ This role focuses on performing work related to research and development of new products, innovation, and improvement of products and processes.  In addition, this role focuses on performing the following Research Administration duties: Supports the administration of research practices working to achieve the organization's practices goals, plans, priorities, and tracks investments, allocates resources and makes decision regarding research administrative activities.  An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  An entry level role that typically requires little to no prior knowledge or experience, work is routine or follows standard procedures, work is closely supervised, and communicates information that requires little explanation or interpretation. 

Job Overview 

This position provides comprehensive administrative support, including customer intake and follow-up responsibilities, data collection, data management, reporting and analysis of services provided by the research institution.  Works closely with department leadership to ensure accurate data collection and provision of services on the front end, and timely reporting on the back end.  This position will also provide general administrative support to leadership. 

Job Description 

Minimum Qualifications: 

1. Associate’s degree in relevant area of study. 

2. Two (2) years of experience in an academic or medical research setting. 

Preferred Qualifications: 

1. Bachelor’s degree in relevant area of study. 

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned. 

1. Facilitates access to services through direct contact with researchers by phone or by e-mail by collecting all pertinent information, including demographics, and forwarding them to the triage team in a timely manner with excellent customer service. 

2. Coordinates timely entry of all staff data into the effort tracking database to assist department leadership in making appropriate work assignments. 

3. Ensures data accuracy in the effort tracking database, by maintaining the core data dictionaries for investigators and projects. 

4. Utilizes electronic tools to query for information, including proper names, titles, department, divisions, eRA Commons usernames, grant information and publication data. 

5. Assist with coordination of training workshops and tabulates training evaluations and coordinates reporting to appropriate group. 

6. Provides follow-up to ensure customers have been connected to appropriate staff in a timely manner and to obtain information on the status of projects. 

7. Produces timely reports to ensure adequate and appropriate oversight.  

8. Maintains office directories, environmental maintenance issues and equipment maintenance and office supplies in coordination with other members of the project team. 

9. Maintains environment and general order for the common areas including the conference room. 

10. Arranges and coordinates large research meetings as required. 

11. Maintains calendar and appointments as directed, in addition to routine support, such as assisting with reports, scientific presentations, etc. 

12. Provides administrative support to research teams including coordination of meetings and tracking of documents. 

13. Attends meetings and provides administrative support for various working groups. 

14. Provides recommendations for system improvements and works with leadership to implement as needed. 

15. Maintains collaborative, team relationships with peers and colleagues in order to contribute effectively to the working group’s achievement of goals, and to help foster a positive work environment. 

16. May create budget and submission for studies.
17. May create invoices (information obtained by running PIMS reports).
18. May track expenses for WBMason, Dry Ice, and Lawson purchases.
19. May update financial tracking, including invoice reconciliation and others.

Physical Requirements:  

1. Normal office work environment.  

2. Frequent continuous typing/computer keying, telephone use, and sitting for long periods of time. 

Skills & Abilities: 

1. Ability to deal effectively with researchers, staff, administrators and customers.  Outstanding customer service skills required. 

2. Demonstrated knowledge of Microsoft Office Suite (Access, Excel, PowerPoint, Project, Visio and Word), Adobe Acrobat, Internet and other computer software is required. 

3. Ability to perform data entry and retrieval, word processing with minimal errors. 

4. Excellent organizational skills to manage workflow independently.  

5. Ability to prioritize quickly and appropriately.  

6. Must be able to multitask, working on multiple studies and protocols. 

7. Requires meticulous attention to detail with excellent data management and organizational skills. 

8. Knowledge of routine office and computer equipment for troubleshooting, including fax machines, copiers and scanners.