Administrative Assistant Iii

Provide Support. Drive Projects. Make an Impact.

SCHEDULE
Monday–Friday
8:30am–5:00pm
Hybrid
monthly remote

WORK MODEL
Primarily Remote
Onsite Thursday and some training and may be onsite.

PAY RATE
$36.37 per hour

DURATION
About 17–weeks (estimated)

REPORTS TO
Executive Director, with dotted-line support to the Institute-level facility.

We are seeking a highly organized and proactive Administrative Assistant III to support the Executive Director and institute faculty with administrative operations, project coordination, grant administration, and program support.

KEY RESPONSIBILITIES
ADMINISTRATIVE SUPPORT
Provide day-to-day administrative assistance to the Executive Director and institute faculty.
Attend regular meetings and prepare/update agendas; take minutes of relevant meetings.
Support budgeting for 1:1 meetings, team meetings, and other ad-hoc discussions.
Set up and manage meeting technology (Zoom, Teams, projector, and audio systems).
Compile miscellaneous administrative tasks as requested.

PROJECT COORDINATION
Manage institute wide software system(s) (SPARC) implementation.
Maintain project coordination, status meetings, and grant progress.
Track project issues and provide weekly updates.
Track with third-party vendors and stakeholders.
Assist with grant scheduling and ad-hoc communications.

GRANT ADMINISTRATION
Oversee submission and review of new grant proposals (P&I, RFPs, and grants).
Set up application opportunities in InfoReady, conduct compliance reviews, and coordinate with program teams.
Provide updates and support communications among applicants.
Assist with reviewing proposals, compiling budgets, and tracking program deliverables.
Facilitate monitoring program logistics, including scheduling meetings and coordinating vendors.

PROGRAM PROMOTION & TRAINING
Assist in program promotion and training in the institute.
Administer information related to events, programs, and workshops.
Coordinate with presenters, including speaker and venue management.
Collect and maintain program materials and track relevant documentation.
Assist with the development and distribution of program materials.

MEETINGS AND REGULAR TASKS
Monitor calendars and meeting requests.
Update and track action items.
Prepare meeting materials as needed.

READY TO MAKE AN IMPACT?
Send your resume to:
[email protected]

HAVE QUESTIONS?
Contact our Director
(626) 793-0020

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