Administrative Assistant – Research Department

About the Role

The Administrative Assistant will provide comprehensive administrative, clerical, and operational support to the Research Department. This role ensures smooth daily operations, assists faculty and research staff, supports research activities, and contributes to the efficient functioning of department programs, grants, and initiatives.

Key Responsibilities

• Manage day-to-day office operations, including scheduling, filing, correspondence, and document preparation
• Serve as the first point of contact for internal and external inquiries related to research activities
• Maintain department calendars, schedule meetings, and organize appointments for research staff and leadership
• Prepare meeting agendas, minutes, and follow-up action items
• Assist faculty and researchers with the preparation, formatting, and submission of research proposals and grant applications
• Maintain records of ongoing and completed research projects, ethical approvals, and grant documentation
• Support logistics for research workshops, seminars, and conferences
• Coordinate communication between researchers, administrative offices, funding agencies, and external partners
• Maintain updated databases of research projects, publications, funding sources, and collaborations
• Ensure accurate and timely data entry for reporting requirements
• Assist in preparing departmental reports, presentations, and research summaries
• Process purchase requests, reimbursements, and invoices related to research activities
• Monitor expenses and assist with budget tracking for research grants and department accounts
• Coordinate procurement of materials, equipment, and supplies
• Assist with documentation required for Institutional Review Board (IRB) or Ethics Committee submissions
• Ensure compliance with university policies and funding agency requirements
• Maintain confidentiality of sensitive research and departmental information