Executive Admin & Grants Project Coordinator

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

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,