Administrative Coordinator

Under the supervision of the Director Senior/Department Research Administrator or Principal Investigator performs a wide variety of administrative support duties related to the Research program.  Maintains various record keeping systems to produce operating statistical and narrative reports ensuring documentation and record keeping meets or exceeds standards of internal and external grantor and audit requirements.



Completes a wide range of visual display and word-processing tasks which include correspondence personnel profiles lists forms tables charts records statistical tables etc.  May also take and transcribe dictation.

On the basis of general instruction may assist in the preparation of periodic administrative and research reports statements rosters etc. requiring interpretation of data and/or statistical analyses drafts special reports or summaries track grant fund Accounts a listing of funds available for expenditure.  Utilizing general ledger detail as well as researching details of transmittals for supporting data indicates desired purpose for expenditure and assures each listing made to appropriate department for which fund is restricted.

In conjunction with Research Administration facilitates all issues related to personnel including screening applicants for employment and assisting administrative support staff in the research program with issues related to their employment.  Processes and submits employee time sheets vacation time etc.

Assist department Director with research administrative activities of the department including the activation of new employee/volunteer badge the coordination of workshop and Seminar Series with new residents and checks/responds to the center�s website emails. Maintains the center�s files and databases. 

Assists in preparing grant applications which may include assisting with budget development and justification typing sections of grant preparing appendices of grant and working with the office of Research Administration on all aspects of the application.  

Reviews grant applications for completeness and adherence to various appropriate formats content and appropriateness of administrative information as established by grantor and hospital policies and procedures.

Assists researcher(s) or their designated representatives in preparation of administrative aspects of research grants; assists in obtaining cost data develops budgets interprets sponsor guidelines and assures compliance with federal regulation and hospital standards.  

Monitors grant expenses on all research conducted and works with Research Accounting to reconcile any discrepancies.

Coordinates compilation of fiscal and demographic basic and clinical research application/ project data for the sponsored projects.  Maintains active project files which serve as a basis for a variety of documents such as detailed indices of research projects funding sources and amounts and progress reports.

Assists in preparation of research projects for review by the Institutional Review Board (IRB) including condensing large protocols to appropriate length for IRB review completing all documentation for submission to IRB maintaining files of all IRB submissions so that annual approvals are obtained as needed and applying to IRB for protocol modifications as needed.

Assists in preparing manuscripts for publication including complete manuscript production using reference software for the insertion of references into manuscripts in accordance with the reference format appropriate to each journal.

Arranges meetings and conferences schedules interviews and appointments completes travel arrangements and maintains personal calendars without prior clearance.  Assembles necessary background material for scheduled meetings.

Requisitions regularly used office supplies with authority to sign for purchases within specified limits.

Represents the program in dealing with other departments.

Performs other related duties as needed including special projects from the Director or (S)DRA.


Other information:


Equivalent to two years post-secondary education at a minimum with college education preferred.

Proficiency in word processing and spreadsheet applications required; knowledge of databases graphics programs and reference programs highly desirable.

Excellent written and oral communication and interpersonal skills required.


Three year secretarial and/or administrative experience with some experience in grant preparation preferably in a university research setting.


Works independently establishing own work plan and priorities to assure timely completion of all activities; refers problems to Management for clarification of priorities and procedures.


Depending on size of research program and administrative support staff the Administrative Coordinator may orient new staff to office systems and processes and in consultation with the Director ensures division priorities and projects for support staff are appropriately distributed and completed on time.


Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status.   Lifespan is a VEVRAA Federal Contractor.


Location: The Miriam Hospital USA:RI:Providence


Work Type: Full Time


Shift: Shift 1


Union: Non-Union