Assistant Project Manager, Grant Operations

Job Description

JOB DETAILS

REQUIREMENTS

• Bachelor’s degree required; degree in public health, science, education, business administration, or a related field preferred.
• Minimum of 3 years of professional experience in administrative support, project coordination, program support, or grants administration, preferably in a nonprofit, academic, or healthcare setting.
• Demonstrated experience providing administrative or project support for grant funded projects, including federal funded projects.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual communication platforms (e.g., Zoom, Microsoft Teams).
• Experience using project management and document-sharing tools such as SharePoint, Microsoft Teams, or similar platforms.
• Strong written and verbal communication skills, including experience drafting emails, meeting agendas, and notes.
• Ability to interact professionally with diverse stakeholders including faculty, partners, vendors, grant funders, students and staff at all levels of the organization.
• Excellent organizational skills and the ability to manage multiple tasks and deadlines simultaneously.
• Detail-oriented with strong record-keeping skills.
• Ability to work independently and collaboratively in a cross-functional team environment.
• Familiarity with continuing medical education (CME) is a plus.

RESPONSIBILITIES

• Coordinate and support internal and external project meetings (e.g., scheduling, creating agendas and handouts, drafting PPT presentations, drafting minutes)
• Draft, review, and file administrative documents such as invoices, honoraria forms, reimbursement requests, and tracking logs.
• Assist in data entry and upkeep of project tracking tools.
• Communicate with faculty, grantees, and project stakeholders.
• Collect progress reports from non-profit grantees and provide them project updates as required.
• Maintain accurate digital records using platforms such as SharePoint and Microsoft Teams, ensuring compliance with all funder regulations and requirements.
• Collaborate cross-functionally to support the delivery of grant objectives and timelines (marketing, finance, legal, etc.)
• Support the Senior Manager and Director of Grant Operations and the Scientific Director, Center for Quality and Patient Safety as needed with project management and administrative support.

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