Description
The Program Administrator provides coordination to BioMADE's three program teams - Technology and Innovation, Education and Workforce Development, and Safety, Security, Sustainability, Social Responsibility (4S).
This role supports BioMADE's administrative and internal proposal processes.
This role will support scheduling, formatting of slides and documents, and other detailed administrative duties.
This role will shepherd submitted proposals and associated member support through BioMADE's internal Proposals process as well as coordinate processes with the Contracts teams.
The position is part of a team of administrative support staff.
Essential Duties and Responsibilities Process incoming and outgoing documents, ensuring consistent use of best practices, and communicating changes and updates to relevant staff, via Salesforce or other established tracking system.
Develop, implement, and record procedures related to maintaining a process document library, ensuring all content is current.
Collect, track, organize, and share documents throughout established processes.
Review and edit documents and materials as appropriate.
Schedule and coordinate a variety of meetings, internally and externally.
Interface with internal staff and external Committee members.
Electronic document assembly using Adobe or other similar application.
Create and manage timelines for processes, in conjunction with other internal BioMADE units.
Support and encourage clear communication, ensuring the appropriate cross functional staff are engaged.
Work with Program and Contracts teams to ensure accuracy and completeness of proposal submissions.
Collate required materials and support documentation such as attachments to a proposal packet.
Monitor assigned generic email boxes, respond to inquiries, and escalate to relevant staff as needed.
Create and test templates for email, forms, and documents that support the program processes, soliciting feedback and making updates as needed.
Maintain, add, edit documents needed for BioMADE's Intranet, collaborating with key team members to ensure content is accurate, updated, and relevant.
Collaborate with management to complete necessary projects, work independently on prior delegated tasks.
Participate in trainings, meetings, and other professional development activities as they arise.
Other duties as assigned or as they become apparent.
RequirementsBachelors degree in Business or related field preferred and 3+ years of progressive experience as a program administrator required.
Must possess the ability to develop and maintain effective working relationships with internal staff and external organizations.
Must have prior experience in process development and improvement.
Must possess and demonstrate experience managing complex timelines with competing deadlines.
Must possess excellent working knowledge of Microsoft Office 365, Teams, Adobe and SharePoint.
Prior working knowledge of Salesforce, DocuSign, PLM and CLM or similar Project Management software is required.
Prior experience with copy editing is preferred.
Experience with the grant proposal process preferred.
Experience with government proposal processes preferred.
Demonstrate ability to work independently on multiple complex assignments, establish priorities with minimal direction, develop own work methods and procedures, use initiative, discretion, and judgment, and make decisions within scope of work.