Administrative Assistant

Kelly; Los Angeles (CA); Hybrid; USD 75,000 - 80,000; Full time

Job summary

Kelly is seeking an Administrative Coordinator to provide high-level administrative and project support to the Executive Director and two lead faculty members. The role coordinates institute-wide software implementations, grant administration for health services research projects, and supports program promotion and training for grant development initiatives.

Responsibilities include calendar management, meeting coordination, budgeting support, and logistics for training events and workshops,

Responsibilities

• Administrative Support: Deliver comprehensive day-to-day support to executive leadership and faculty.
• Prepare, update, and distribute meeting agendas and notes.
• Manage calendars and scheduling for 1:1, team, and ad-hoc meetings.
• Set up and operate meeting technology (Zoom, Teams, AV equipment).
• Fulfill miscellaneous administrative duties as needed.
• Project Coordination: Lead project planning and coordination for institute-wide software systems (e.g., SPARC).
• Organize meetings, maintain project plans, and facilitate stakeholder communications.
• Track issues, coordinate bi-weekly check-ins, and provide updates at executive and strategic sessions.
• Grant Administration: Oversee grant submissions, reviews, and compliance processes for research proposals (PCORI, Seed, HSIA).
• Manage application opportunities in InfoReady and support scheduling of review meetings.
• Assist in proposal writing, budget preparation, and program deliverables tracking.
• Support logistics for mentorship consultations and hourly tracking.
• Program Promotion & Training: Assist with application intake, review processes, and selection notifications for grant development training programs.
• Coordinate logistics for annual training events and workshops (space, materials, registration, catering).
• Contribute to the development and distribution of program materials and post-event surveys.

Job description

Description

Administrative Coordinator

Pay Rate: $36.37/hr

Work Hours: Standard schedule 8:30am — 5:00pm

Position Summary

The Project Specialist – Administrative provides high-level administrative and project support to the Executive Director and two lead faculty members within the institute. This role is vital for coordinating institute-wide software implementations, overseeing grant administration for health services research projects, and supporting program promotion and training for grant development initiatives.

Key Responsibilities

Administrative Support

• Deliver comprehensive day-to-day support to executive leadership and faculty.
• Prepare, update, and distribute meeting agendas and notes.
• Manage calendars and scheduling for 1:1, team, and ad-hoc meetings.
• Set up and operate meeting technology (Zoom, Teams, AV equipment).
• Fulfill miscellaneous administrative duties as needed.

Project Coordination

• Lead project planning and coordination for institute-wide software systems (e.g., SPARC).
• Organize meetings, maintain project plans, and facilitate stakeholder communications.
• Track issues, coordinate bi-weekly check-ins, and provide updates at executive and strategic sessions.

Grant Administration

• Oversee grant submissions, reviews, and compliance processes for research proposals (PCORI, Seed, HSIA).
• Manage application opportunities in InfoReady and support scheduling of review meetings.
• Assist in proposal writing, budget preparation, and program deliverables tracking.
• Support logistics for mentorship consultations and hourly tracking.

Program Promotion & Training

• Assist with application intake, review processes, and selection notifications for grant development training programs.
• Coordinate logistics for annual training events and workshops (space, materials, registration, catering).
• Contribute to the development and distribution of program materials and post-event surveys.

Benefits and Perks

• As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources.
• Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability.
• As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account.
• In addition, employees are entitled to earn paid sick leave under the applicable state or local plan.

Kelly is committed to providing equal employment opportunities to all qualified employees and applicants regardless of race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or any other legally protected status, and we take affirmative action to recruit, employ, and advance qualified individuals with disabilities and protected veterans in the workforce. Requests for accommodation related to our application process can be directed to the Kelly Human Resource Knowledge Center. Kelly complies with the requirements of California’s state and local Fair Chance laws. A conviction does not automatically bar individuals from employment. Kelly participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Kelly may use AI-powered tools during the recruitment and hiring process. For full details, including how Kelly uses AI, your rights, and how to request a reasonable accommodation, visit the Recruitment Artificial Intelligence Notice.

About Kelly

Work changes everything. And at Kelly, we’re obsessed with where it can take you. To us, it’s about more than simply accepting your next job opportunity. It’s the ripple effect that changes and improves everything for your family, your community, and the world. Which is why, here at Kelly, we are dedicated to providing you with limitless opportunities to enrich your life—just ask the 300,000 people we employ each year.