Program Assistant III

Institute For Medical Research, Inc.; Durham (NC); On-site; USD 47,000 - 63,000; Full time

Job summary

The Institute for Medical Research, Inc. is seeking a Program Assistant III to support MHICS within the VA Integrative Mental Health program. You will coordinate schedules, prepare materials, review submissions, manage records, and assist with student communications and program logistics.

Candidates should have an associate degree and strong organizational, communication, and MS Office skills, with the ability to handle confidential information in a collaborative environment.

Qualifications

• Associate degree or equivalent experience.
• Experience coordinating administrative, educational, or program support functions.
• Strong organizational and time-management skills.
• Clear written and verbal communication with students and faculty.
• Ability to handle confidential information.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to work with diverse partners at all levels.

Responsibilities

• Provide advanced instructional, administrative, and program support to MHICS faculty and leadership.
• Coordinate and maintain calendars, meetings, and communications.
• Prepare agendas, materials, presentations, and documentation.

Skills

Multitasking

Communication

Time management

Attention to detail

Independent work

Education

Associate degree in Business Administration, Healthcare Administration, Public Administration, Social Sciences

Tools

Microsoft Office

Job description

Salary Range: $46,750 – $63,250 annually

Position Summary

The Program Assistant III provides advanced instructional, administrative, and programmatic support through the Institute for Medical Research (IMR) to the Department of Veterans Affairs (VA) Integrative Mental Health program. The position primarily supports Mental Health Integration for Chaplain Services (MHICS), a professional education program connected to a doctoral pathway in Integrative Chaplaincy. The role supports faculty and students through ongoing student communications, assistance with assignment review and grading, coordination of training intensives, and management of educational materials and records.

The Program Assistant III works collaboratively with MHICS faculty, program leadership, students, academic partners, IMR staff, investigators, and VA personnel to support effective program delivery. The position requires strong organizational skills, attention to detail, independent judgment, and the ability to manage multiple priorities. In addition to supporting MHICS, the position provides administrative and operational support and may assist with research and program evaluation activities within the broader Integrative Mental Health program.

Essential Duties and Responsibilities

• Provide advanced instructional, administrative, and program support to MHICS faculty and leadership, with primary responsibility for supporting day-to-day educational activities and student engagement.
• Coordinate and maintain calendars, consultation call sessions, faculty and student meetings, appointments, conference calls, and other scheduled activities.
• Schedule meetings and prepare agendas, course materials, presentations, and other supporting documentation; assist faculty with organizing and distributing instructional resources.
• Prepare, edit, format, and distribute student communications, correspondence, reports, presentations, spreadsheets, and other documents.
• Maintain organized electronic and/or paper files, student and program records, databases, and tracking systems, including course materials, assignment submissions, and grading records as assigned.
• Track student submissions, course deadlines, program activities, deliverables, and administrative requirements; communicate reminders and follow up on outstanding items.
• Assist faculty with reviewing and grading selected assignments using established criteria, documenting results, and providing faculty-approved feedback; refer questions requiring academic judgment to the appropriate instructor.
• Assist with purchasing, supply requests, invoices, reimbursements, travel documentation, and other administrative transactions in accordance with IMR policies and procedures.
• Help arrange MHICS training intensives, including schedules, participant communications, instructional materials, meeting spaces, travel arrangements, technology needs, and other logistical details; coordinate other meetings, conferences, and special events as assigned.
• Serve as a primary program contact for routine student communications regarding schedules, assignments, course access, requirements, and training logistics; respond to inquiries from faculty, IMR staff, VA personnel, academic partners, vendors, and other contacts, and route matters requiring faculty or leadership review appropriately.
• Assist with student orientation and administrative coordination for new cohorts, as well as onboarding for new employees, research staff, volunteers, and other program personnel as needed.
• Support preparation and submission of educational and program-related documentation; ensure required materials are complete and submitted within established deadlines.
• Monitor instructional and administrative workflows and follow up with students, faculty, and other personnel regarding outstanding submissions, documentation, approvals, or action items.
• Assist with maintaining course resources, program procedures, instructional support materials, and administrative workflows; help keep learning platforms and shared program resources current.
• Handle sensitive and confidential student, personnel, program, and research information with appropriate discretion and in accordance with IMR policies and applicable VA and academic partner requirements.
• Identify student support needs, administrative issues, or potential delays and communicate them to the appropriate instructor, supervisor, or program leadership.
• Provide administrative support to the broader Integrative Mental Health program and assist, as assigned, with research and program evaluation activities, including collecting, compiling, organizing, and tracking information and data for reports, presentations, and program improvement.
• Participate in departmental and organizational meetings, training, and other activities as required.
• Perform other duties and special projects as assigned.

Required Qualifications

• Associate degree in Business Administration, Healthcare Administration, Public Administration, Social Sciences, or a related field; or an equivalent combination of education and relevant experience.
• Demonstrated experience coordinating multiple administrative, educational, or program support functions, projects, deadlines, and priorities.
• Strong organizational and time-management skills with excellent attention to detail.
• Strong written and verbal communication skills, including the ability to provide clear, timely, and professional communications to students and faculty.
• Ability to exercise sound judgment and work independently with limited supervision.
• Ability to handle confidential and sensitive information appropriately.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to establish and maintain effective working relationships with employees at all levels of the organization and with external partners.

Preferred Qualifications

• Bachelor’s degree in Education, Social Sciences, Religious Studies, Business Administration, Healthcare Administration, Public Administration, or a related field.
• Previous experience in an academic, healthcare, nonprofit, government, or research environment, particularly supporting graduate or professional education.
• Experience supporting course delivery, student communications, assignment review or grading, learning management systems, or training events.
• Experience working within or supporting the Department of Veterans Affairs or another federal agency.
• Experience with data tracking, reporting, purchasing, travel coordination, administrative project management, or support for research programs and federally funded projects.

Knowledge, Skills, and Abilities

• Ability to prioritize and manage multiple assignments in a deadline-driven environment.
• Ability to independently organize work and follow assignments through to completion.
• Strong problem-solving and critical-thinking skills.
• Ability to communicate professionally and effectively with adult learners, faculty, chaplains, mental health professionals, and diverse internal and external stakeholders.
• Ability to prepare accurate and professional correspondence, reports, spreadsheets, and other business documents.
• Ability to learn and apply IMR, VA, and academic partner policies, procedures, learning platforms, and administrative systems.
• Strong interpersonal and student service skills, including the ability to respond helpfully to routine questions and recognize when faculty or leadership involvement is needed.
• Ability to work effectively both independently and as part of a team.
• Ability to maintain accuracy and attention to detail while managing competing priorities.

Conditions of Employment

Employment with the Institute for Medical Research is contingent upon the successful completion of all applicable pre-employment requirements. These requirements may include background screening, reference verification, credential verification, and/or other requirements applicable to the position or work location.

Additional requirements may apply to positions requiring access to Department of Veterans Affairs facilities, systems, information, or research activities.

The Institute for Medical Research is an Equal Opportunity Employer. IMR provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.