Administrative Assistant III

Provide Support. Drive Projects. Make an Impact.

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

WORK MODEL
Primarily remote
On-site/Hybrid.
Some days may be onsite.

PAY RATE
$36.37/hr

DURATION
About 17–18 weeks (estimated).

We are seeking a highly organized and proactive Administrative Assistant II to support the Executive Director and the 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 and distribute minutes notes; prepare budgeting and project documentation. Other on-ad-hoc tasks. Set up and manage meeting technology (Zoom, Teams, projectors, and audio systems). Complete miscellaneous administrative tasks as requested.
- Project Coordination: Manage institute workforce team schedule, maintain and update meetings, and create ongoing program support. Track project progress and coordinate with stakeholders. Liaise with external vendors.
- Grant Administration: Oversee submission and manage grant processes for research proposals (PCR, SBIR, and the grants). Set up application opportunities in InfoReady, conduct compliance reviews, and coordinate with verification and applications support. Advise on the preparation of grant materials, input and track revisions. Assist with writing proposals, compiling budgets, and tracking program deliverables.
- Program Promotion & Training: Assist in program coordination and planning, coordinate logistical needs, ensure all materials are ready, and manage and track program and training attendance.
- Meetings and Regular Tasks: Monitor schedule, maintain accurate contact lists, and coordinate meetings and workshops.

QUALIFICATIONS
- Previous experience in project coordination, grant administration, or higher-education administrative support preferred.
- Strong organizational and communication skills.
- Proficiency with video conferencing and collaborative platforms such as Zoom, Teams, and Google Drive.
- Ability to multitask and adapt to changing priorities.

REQUIRED SYSTEMS AND ACCESS
- Teams
- Slack
- Google Drive, HDS drive, Drive
- InfoReady (application processing)
- Brightspace
- Moodle
- HelpSpot
- Formstack
- REDCap (with appropriate for coordination)

1Password (secure access management)

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

HAVE QUESTIONS?
Contact our office: (626) 793-0020