Administrative Manager Center for Interventional Cardiovascular Research and Clinical Trials

We are seeking a highly organized and proactive Administrative Manager to support the Director of the Center for Interventional Cardiovascular Research and Clinical Trials. This role is for a fast learner and critical thinker who thrives in a dynamic team-oriented environment. The successful candidate will manage complex scheduling communications and operations ensuring seamless coordination across clinical academic and administrative functions.

This position requires exceptional professionalism teamwork and problem-solving ability with the capacity to anticipate needs streamline processes and enable the Director to focus on strategic priorities.

Executive and Administrative Management

• Serve as the primary point of contact and strategic partner to the Director managing day-to-day priorities and workflow.
• Oversee a highly complex calendar of meetings conferences travel and speaking engagements; ensure all materials logistics and briefings are prepared in advance.
• Screen and prioritize communications independently resolving routine matters and escalating urgent issues appropriately.
• Coordinate travel logistics and prepare comprehensive itineraries reimbursements and expense reports.
• Maintain up-to-date documentation including CVs disclosures contracts and grant materials.
• Prepare materials for recommendation letters and other projects for the Director

Operational Coordination

• Facilitate communication and collaboration across clinical research and administrative teams.
• Lead planning and execution of high-profile events such as forums conferences and seminars.
• Develop efficient administrative systems and processes to support departmental goals.
• Oversee vendor procurement and contract renewals ensuring timely execution and compliance.
• Maintain confidentiality and professionalism in all interactions with patients physicians and institutional partners.

Project and Information Management

• Support key initiatives including grant submissions special projects and academic deliverables.
• Track timelines deliverables and milestones to ensure accountability and follow-through.
• Prepare polished correspondence presentations and meeting materials for internal and external stakeholders.
• Train and mentor administrative support staff as needed.
• Performs other related duties.

• Bachelors degree in business related field. Masters degree preferred.
• 5 years of related business experience with competency in applying general personnel practices accounting and budgeting principles and coordination of one or more major administrative functions; Minimum 35 years of experience preferred supporting senior executives preferably in healthcare academic medicine or research.
• Proven ability to manage multiple priorities in a fast-paced high-stakes environment with accuracy and discretion.
• Exceptional written and verbal communication skills; able to synthesize complex information and represent the Director with professionalism.
• Strong organizational and time-management skills with a keen attention to detail.
• Demonstrated problem-solving critical-thinking and independent-decision-making abilities.
• Advanced proficiency in Microsoft Office Suite (Outlook Excel PowerPoint Word) and comfort with database systems and digital workflow tools.