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Research Network Administrative Coordinator
Cardiovascular Associates of America - CVAUSAResearch Network Administrative Coordinator providing administrative support to CVRS leadership team. Coordinating activities across research sites, leadership teams, and external partners while ensuring effective communication.
About the role
Key responsibilities & impact- 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
What you’ll need- 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
Comp & perks- Health insurance
- Retirement plans
- Paid time off
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
administrative supportproject coordinationmeeting coordinationdocument version controlcontract reviewreport preparationdata trackingaction item managementprocess improvement
Soft Skills
organizational skillsattention to detailmulti-priority managementwritten communicationverbal communicationcustomer serviceinterpersonal skillsconfidentialityprofessionalismproactive identification of needs
Certifications
Associate's DegreeBachelor's Degree in Business AdministrationBachelor's Degree in Healthcare AdministrationBachelor's Degree in Communications