Research & Population Health Administrative Coordinator

Springfield, MA

General Description:

The Research and Population Health Administrative Coordinator contributes to the optimal functioning and growth of the agency’s Research and Population Health Department. The Administrative Coordinator will work under the direction of the Chief Research & Population Health Officer to support the agency’s mission to eliminate health disparities through evidence-based, culturally-responsive research and public health programming. The Administrative Coordinator will provide administrative, research, and program support to department leaders (e.g., Quality, Public Health, Research, and Grants leadership) and support the Chief Research & Population Health Officer with all aspects of research, dissemination, publication, and presentation processes.  

Reports to:    Chief Research & Population Health Officer

Supervises:    N/A

Salary/Status:  Exempt

Hours:   40 Hours/Week

Note: This position is grant-funded.

 Minimum Requirements:

  • Bachelor’s or Master’s degree in Public Health, Epidemiology, Social Sciences, Behavioral Sciences, Biological Sciences, or related field.
  • Oral and written fluency in English (fluency in another language a plus, such as Spanish, Arabic, Russian, Vietnamese, or Nepali).
  • Strong professional communication and correspondence skills.
  • Complete proficiency in Microsoft Office (Word, Excel, and PowerPoint) and Google Workspace (Email, Calendar, Drive, Docs, Sheets, and Slides) applications.
  • Experience managing qualitative and/or quantitative data, statistical software, and project management software.
  • Experience with basic research processes, including IRB submission, submission to peer-reviewed journals, and manuscript collaboration.
  • Ability to develop presentations, deliver presentations, and facilitate meetings with internal teams, stakeholders, and grant funders.
  • Experience conducting literature reviews, developing conference posters, and summarizing/presenting scientific data.
  • Strong analytical and reasoning skills.
  • Excellent written and oral communication skills.
  • Strong theoretical understanding of principles of health equity, social determinants of health, community development, and social justice.
  • Superior attention to detail and organizational abilities; ability to validate own work as well as team members’ work.
  • Ability to demonstrate cultural humility with staff, teams, patients, stakeholders, and partners representing diverse cultures, ethnicities, sexual orientations, gender identities, socioeconomic statuses, educational backgrounds, worldviews, literacy levels, and languages.
  • Ability to listen actively, demonstrate responsiveness to team needs/requests, and integrate feedback thoughtfully and promptly.
  • Ability to provide constructive feedback, training, support, and supervision to community-facing staff.
  • Ability to work at a fast pace, manage numerous complex projects and teams, prioritize and accommodate last-minute requests effectively, and tolerate pressure with relative equanimity.

 Principle Responsibilities and Duties:

Priority Administrative Responsibilities to the Chief Research & Population Health Officer:

  • Provide administrative, research, and program support to the Chief Research & Population Health Officer (CRPHO), and other Research & Population Health (RPH) departmental leaders (e.g., Quality, Public Health, Research, and Grants leadership).
  • Proactively manage CRPHO’s schedule, calendar, and email. Triage email and telephone communications and requests.
  • Draft and update presentations for CRPHO and other department leaders, optimize existing presentations, and support speakers during presentations (e.g., advancing slides, note-taking). 
  • Update and maintain biographies of CRPHO and department leaders for presentations, agency webpage, and Board affiliation webpages.
  • Track and maintain RPH webpage to reflect all RPH achievements, publications, and presentations.
  • Develop and maintain a library of boilerplate RPH presentations, materials, and narratives.
  • Coordinate internal and external meetings, develop agendas, take notes, and ensure follow-up on action items for CRPHO and other department leaders.
  • Assist CRPHO with convening departmental meetings, developing departmental communications, and team-building activities.
  • Draft, update, and maintain policies and procedures for research, student/intern management, and departmental compliance.
  • Assist with cross-departmental tracking of pending, in-process, and completed grants.
  • Collaborate with Project Managers and Directors to track invoicing/expenditures across multiple research projects and departmental grants as needed.
  • Manage department software accounts (e.g., Zoom, Asana, GoogleSuite).
  • Utilize project management software (e.g., Asana) to support departmental leaders with project milestone tracking.
  • Collaborate with cross-departmental teams (e.g., Marketing, Interpreting/Translation) on development and dissemination of RPH promotional collateral, campaigns, and materials.
  • Assist CRPHO with all aspects of research, dissemination, publication, and presentation processes, including development of RPH presentations, abstracts, posters, papers, and recorded events.
  • Maintain up-to-date information in RefWorks, EndNote, and other citation management systems.
  • Conduct literature reviews on priority topics.
  • Maintain up-to-date directory of subject-specific peer reviewed journals and reference articles.
  • Maintain departmental data analytics, statistical, and qualitative software licenses/platforms.
  • Coordinate and support research grant submissions under the direction of the CRPHO and Grant Writers (e.g., drafting letters of support, preparing standard forms).
  • Coordinate logistics for various research and programmatic collaborations (e.g., completion of Business Associates Agreements, Data Use Agreements).
  • Coordinate Institutional Review Board (IRB) and Federal Wide Assurance (FWA) submission/management processes.
  • Collaborate with Grant Writers to complete pre-submission proofs and cross-checks to ensure all submissions meet specifications/requirements.
  • Support departmental leaders as needed with research project logistics (e.g., conduct participant interviews, fulfill other Research Assistant duties as needed).
  • Assist with drafting job descriptions, screening applicants, scheduling candidate interviews, and coordinating hiring processes with Human Resources Department.
  • Set up meetings and maintain standing meeting series on behalf of departmental leaders.
  • Support department leaders to purchase and monitor departmental inventory and vendor accounts for purchase of office supplies, research incentives, and grant-funded department materials.
  • Support department leaders to manage administrative logistics for departmental staff, including distribution of parking passes, hybrid schedules, office rotations, and verification of personnel requirements (e.g., HealthStream training, CPR certification).
  • Assist department leaders with employee onboarding processes, including development and delivery of presentations during New Staff Orientations to orient employees to RPH programs and policies.
  • Assist with management of departmental and program-specific contracts, including specialty clinical providers and research partners. Collaborate with Human Resources Department to support onboarding, credentialing, parking, and other personnel needs.
  • Manage and process confidential personnel documents for departmental staff, such as personnel action forms, position requisition forms, and job descriptions.
  • Track and schedule probationary and annual reviews for departmental staff and their direct supervisors in a timely manner.
  • Facilitate submission of timesheets and/or manual timesheets in the event that department supervisors are absent.

Priority Research Responsibilities:

Additional Department Administrative Duties:

Working Conditions:

  • This position may require the ability to work long and arduous hours.
  • This position requires the ability to use a computer workstation, viewing a CRT.

JOB CODE: 10