Research Administrative Coordinator

Job Type Full-timeDescriptionReporting to the Executive Director for The Fenway Institute (TFI), the Administrative Coordinator plays a key role within the research department by providing administrative, logistical, and operational support to the Medical Research Director, staff, and faculty. Representative Duties Include:Administrative support to the Medical Research Director Maintains CV and biosketches for Medical Research Director Coordinates travel, conference registrations, transportation and reimbursements Manages and coordinates scheduleMaintains database of contactsTranscribes letters of recommendation, grant reviews, manuscripts and other documents Prepares and submits Copyright Transfer, Conflict of Interest, and Financial Disclosure FormsAssists with professional license, passport renewal, and visa requestsFormats manuscripts and designs posters and slides for conferences and for submission to professional journals according to guidelines of individual publications Processes manuscript submissions to journals and posterpresentation submissions to conferencesAdministrative support to the Research Department Collaborates with the Research Compliance Manager, Research Operations lead, and Executive Director on Quality Assurance activities and Quality Improvement initiativesMaintains comprehensive knowledge of departmental administrative policies, procedures, and forms, serving as the primary departmental point of contact for knowledge and support on these topicsCompiles and formats monthly and annual TFI board reportAssists interdepartmental teams with meeting travel for outside guests and provides logistical support for large meetings (e.g., liaising with the facilities and IT teams, placing catering orders, providing basic AV support)Schedules and manages logistics and operational aspects of faculty and staff meetings (e.g,, agenda distribution, room reservation, catering, AV set upsupport, materials printing and distribution, attendanceRSVP tracking), and attends for purposes of taking minutes and distributing. Files, copies, faxes, prepares and sends letters, PowerPoint presentations, spreadsheets, and other documents upon request. Sends emails of behalf of TFI Faculty to TFI Staff and other external groups, upon requestMaintains TFI supplies (checks levels, orders as needed) and oversees equipment maintenanceManages logistics for TFI events held onsite, including national conferences, large meetings, focus groups, research-related support groups, and conference calls. Support staff onboarding and trains new employees on Fenway Health administrative procedures (e.g., how to submit POs, place catering orders, reserve facilities space, submit travel requestsbudgets, request virtual credit cards)Works with outside vendors to negotiate group rates and discounts at tax exempt rates for hotel rooms, meeting spaces, catering, taxicar service, voice processingResearch support to TFIGreets study participants who come in for study visits, and notify research staff. Serves as the Fenway Institute's credentialing officer. Updates and maintains bibliographies in Endnote and files for grants and other purposes.Assists Institute faculty with NIH compliance, such as Public Access Policy and submitting articlesMaintains electronic library of all TFI Faculty publications and responds to requests for reprintsFacilitate policySOP reviewWith guidance from Grants & Contract, facilitate staff time & effort reportingMeets Agency Participatory ExpectationsAdheres to all agency and departmental policies and procedures, the highest principles of patient and client confidentiality, and established safety policies, procedures and precautionsIdentifies potential or actual unsafe situations in the environment and takes measures to rectify the situationAttends all required meetings, in-services and professional trainingsMaintains professional competence necessary to perform job responsibilities; maintains and provides agency with records of continuing education activitiesServes on agency committees and in professional organizations when requestedPerforms other related duties as requiredRequirements Highly organized, with a strong ability to handle multiple tasks and prioritize assigned dutiesTwo or more years of office experience Proficiency and experience with dictation and transcriptionProficiency with Microsoft Office applicationsExcellent written and verbal communication skillsAttention to detailAbility to work independently Ability to work harmoniously with diverse groups of individuals Preferred: Proficiency with End NoteTwo or more years research experience, including manuscript submission to professional journalsPhysical Requirements:Ability to meet the following physical requirements with or without reasonable accommodations:Sit at a computer station for extended periods of timeAbility to keyboard for extended periods of timeAbility to carry boxes and supplies between floors This is a union position in a Fenway Health bargaining unit represented by 1199 SEIU United Healthcare Workers East. We offer competitive salaries, and for those who qualify, an excellent benefits package; including comprehensive medical and dental insurance plans, generous paid time off, commuter benefits, and more. LGBTQIA+ identified persons, Black, Indigenous, and other people of color (BIPOC), and individuals from other historically underrepresented communities are strongly encouraged to apply. Salary Description $50,200 - $62,700

Created: 2025-03-10