Job Description

About the Role

We are seeking a detail-oriented Programs Specialist to support research funding, investigator support, and research education initiatives within a mission-driven organization. This role plays a key operational and administrative function across grant programs, reporting, financial coordination, and event support.

The ideal candidate is highly organized, comfortable managing multiple deadlines, and enjoys supporting research and professional development initiatives behind the scenes.

Key Responsibilities

Grant Administration & Program Support

• Conduct compliance checks on grant applications prior to review
• Maintain submission trackers and reporting databases
• Assist with grant review preparation, including reviewer materials
• Update application statuses within online grant management systems
• Support grant processing, monitoring, and closeout activities

Reporting & Program Evaluation

• Track awardee reports and deliverables
• Generate and organize reporting data for internal stakeholders
• Follow up with award recipients regarding outstanding reports
• Assist with grant outcomes analysis and summary reporting

Financial & Administrative Support

• Prepare payment and travel reimbursement requests, including documentation collection
• Submit approved requests for processing
• Maintain funded award tracking tools and checklists
• Support financial stewardship across research-related programs

Meetings, Events & Publications

• Assist with planning and preparation for professional meetings and educational events
• Provide logistical and material support for conferences and workshops
• Draft outlines and assist with content preparation for research-related communications
• Support internal publication and article development as needed

Operations & Clerical Support

• Maintain shared workspaces and inventory related to program operations
• Prepare printed materials, binders, signage, and shipping materials for events
• Support general office organization and administrative tasks

Qualifications

• Bachelor’s degree preferred (health science, research, or related field a plus)
• Experience in research, grants, or program administration strongly preferred
• Willingness to attend evening calls (approximately 3–6 per month)
• Availability for limited weekend work (3–5 times per year)

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