Note: The job is a remote job and is open to candidates in USA. Cardiovascular Associates of America - CVAUSA is seeking a Research Network Administrative Coordinator to provide administrative, operational, and project coordination support to the CVRS leadership team and the broader clinical research network. This role is vital for ensuring efficient execution of network initiatives and involves coordinating activities across various stakeholders, maintaining organization, and facilitating communication throughout the clinical research network.
Responsibilities
- 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
Skills
- Associate's Degree
- 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
- Ability to perform prolonged computer-based work
- Ability to occasionally lift and transport meeting materials and supplies up to 20 pounds
- Bachelor's Degree in Business Administration, Healthcare Administration, Communications, or related field
- Minimum 2 years of administrative, executive assistant, project coordination, healthcare administration, or research administration experience
- Experience supporting multiple leaders or departments
- Experience coordinating meetings, projects, and executive communications
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