Research Administrative Coordinator I

Research Administrative Coordinator

Location: AdventHealth Cancer Institute Orlando- 2501 NORTH ORANGE AVENUE, Orlando, 32804

All the benefits and perks you need for you and your family:

- Benefits from Day One

- Paid Days Off from Day One

- Student Loan Repayment Program

- Career Development

- Whole Person Wellbeing Resources

- Mental Health Resources and Support

Our promise to you:

Joining AdventHealth is about being part of something bigger. It's about belonging to a community that believes in the wholeness of each person, and serves to uplift others in body, mind and spirit. AdventHealth is a place where you can thrive professionally, and grow spiritually, by Extending the Healing Ministry of Christ. Where you will be valued for who you are and the unique experiences you bring to our purpose-minded team. All while understanding that together we are even better.

Schedule: Full Time

Shift : Day (8am-5pm)

The role you'll contribute:

The Research Administrative Coordinator I provides independent administrative and operational support to research departments and/or multiple Research Investigators and their associated research programs. The RAC I collaborates with interdisciplinary teams of AdventHealth, utilizing appropriate systems and platforms to maximize department efficiency. The RAC I organizes all department events, extending full service support to internal and external colleagues and guests as appropriate. The RAC I plays an active role in the grant application process, supporting application activities for department leadership and Research Investigators in coordination with the Office of Sponsored Programs. The RAC I works independently to manage projects, performing duties with excellence customer services with the AHRI team. The RAC I actively participates in outstanding customer service and accepts responsibility in maintaining relationships that are equally respectful to all.

The value you'll bring to the team:

• Provide organization support for daily operations and logistics of the respective Research Investigator and/or Research Program office, such as:

• Support for the Digestive Health and Surgical Institute (DHSI) Research Programs and SHOC (Surgical Health Outcomes Consortium) Research Leader.

• Support for Translational Research Institute (TRI), TRI Scientific Director and TRI Investigator(s).

• Support for the Oncology Research Program and Oncology Research Investigator(s).

• Collaborate daily with AHRI and AdventHealth teams, such as the Office of Sponsored Programs, Research Portfolio Management, Research Finance, Financial Shared Services, project or program subject matter experts.

• Support process improvement activities by adhering to quality standards and initiatives set by the department. Responsible for completing quality control checks and maintaining high attention to detail.

• Responsible for organization of department events and reconciliation of event expenses in coordination with Research Finance.

• Support department leadership and investigator(s) to host meetings, events, and seminars assisting with preparation of meeting materials, such as schedules, agendas, goals and presentations, as well as record and disseminate meeting minutes to attendees in a timely manner

• Coordinate logistics of meetings, events and seminars to include scheduling meeting rooms and facilities, arranging catering services as applicable, and securing A/V support and provide onsite day-of meeting logistic support and assist with technology set-up.

• Organize promotion of department meetings and events with AdventHealth Marketing team to publicize to AHRI and other AdventHealth departments and institutes

• Maintain calendar for the department and/or Investigator(s).

• Manage travel expense budgets and reimbursements for investigators in compliance with institutional reporting requirements. Notifies Research Finance as needed for study and project reconciliation.

• Coordinate travel, including organizing air travel, transportation and lodging arrangements for investigator(s), program team, and invited visitors or guests.

• Support Investigator(s) with respect to the life cycle of the grant application process in collaboration with the Office of Sponsored Programs.

• Coordinate the preparation of the grant application (pre-award) and administration (post-award) processes by gathering submission and annual reporting documents for individual fellowships and investigator grants in compliance with funding agency and institutional policies and guidelines

• Review grant and funding agency requirements and disseminate regulation information as requested by OSP to Investigator(s) and collaborators

• Read and follow grant application instructions as necessary and adheres to submission timelines and requirements including preparing and reviewing applications and documents to verify information and completeness.

• Collaborate with Research Operations and Research Cores teams to verify study budget information.

• Coordinate receipt of required documents from various individuals and institutes and submit documents as requested to other AHRI department, online web portals or other system based on required instructions

• Collaborate with Research Services and the Office of Sponsored Programs to prepare grant updates, progress/final reports and other grant-related duties and tasks in compliance with funding agency and institutional policies and guidelines

• Support reporting associated with ongoing grant management including obtaining approvals, submitting required time and effort certification, and preparing financial reports and progress reports on required timelines

• Provide administrative support for manuscript submissions: edit, proofread and format submissions of manuscripts in compliance with journal specifications, upload manuscript submissions to journals and processes applicable charges/invoices, engaging medical editors as appropriate

• Support completion of investigator biosketches through collating support documents in compliance with institutional guidelines, updating as appropriate, engaging with medical editors as appropriate

• Track publication submissions on MyBibliography and NyNCBI

• Perform a wide range of assigned duties in support of total department efficiency.

Qualifications
The expertise and experiences you'll need to succeed :

KNOWLEDGE AND SKILLS REQUIRED:

• Ability to work independently under strict deadlines while managing multiple projects, as well as in a team environment

• Ability to be responsible, organized, and a problem solver

• Strong attention to detail, analytical, time management, organizational, communication, and interpersonal skills

• Professional proficiency in Microsoft Office, Adobe Acrobat and the ability to learn department-specific computer systems as needed

• Knowledge and understanding of grant proposals and procedures, including previous experience with budgets, financial spreadsheets, and reconciliation of grant spreadsheets

• Strong verbal and written communication and interpersonal skills

KNOWLEDGE AND SKILLS PREFERRED:

• Awareness of the impact of federal and local laws, policies and regulations impact grant submissions and PI activities, including, but not limited to Federal Acquisition Regulation, Code of Federal Regulation, sponsor-specific policies, intellectual property policy, conflicts of interest requirements, and publication rights.

• Awareness of generally accepted accounting, fiscal and reporting principles as well as awareness of cost accounting standards, allow ability, allocation and reasonableness

• Awareness of applicable requirements related to use of human or animal subjects in research, financial conflict of interest and biosafety

EDUCATION AND EXPERIENCE REQUIRED:

• Four years of directly related administrative support experience, OR

• An equivalent combination of education, training and/or experience from which comparable knowledge, skills and abilities have been attained

EDUCATION AND EXPERIENCE PREFERRED:

• Associate degree

• Previous experience in an academic or scientific research environment

LICENSURE, CERTIFICATION, OR REGISTRATION REQUIRED:

• N/A

LICENSURE, CERTIFICATION, OR REGISTRATION PREFERRED:

• N/A

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