Healthcare Administrative Assistant

Administrative Assistant for Healthcare

Position Summary

The Research Network Administrative Coordinator provides administrative, operational, and project coordination support to the CVRS leadership team and the broader clinical research network. This position serves as a central resource for meeting coordination, executive support, document management, communication tracking, and special projects.

The Administrative Coordinator helps ensure efficient execution of network initiatives by coordinating activities across research sites, leadership teams, investigators, sponsors, and external partners. This role is critical to maintaining organization, accountability, and communication throughout the clinical research network.

Essential Responsibilities

Executive and Leadership Support

· 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.

Action Item and Project Tracking

· 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.
 

Document Management and Routing

· 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.

Communication Management

· 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.

Meeting and Event Coordination

· 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:

o Investigator Meetings

o Research Summits

o Leadership Retreats

o Site Manager Meetings

o Training Programs

o Sponsor Visits

o Team Recognition Events

Network Operations Support

· Coordinate collection of organizational documentation.

· Maintain organizational charts and contact directories.

· Assist with distribution of network-wide announcements.

· Support implementation of operational initiatives.

Reporting and Administrative Analytics

· 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.

Quality and Compliance

· Maintain confidentiality of sensitive organizational information.

· Follow organizational policies and procedures.

· Maintain accurate and organized records.

· Participate in process improvement initiatives.

Qualifications

Education

· Associate's Degree required.

· Bachelor's Degree in Business Administration, Healthcare Administration, Communications, or related field preferred.

Experience

· 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.

Knowledge, Skills, and Abilities

· 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.

Physical Requirements

· Ability to perform prolonged computer-based work.

· Ability to occasionally lift and transport meeting materials and supplies up to 20 pounds