Communications Project Manager, Institute for Translational Medicine

Executive Assistant

Imagine being the Swiss Army knife of project management, communications, executive assistance, and creative supportall rolled into one proactive professional for a mission-based organization to help humanity. Your administrative support will help make that magic happen. You'll be the orchestrator behind the scenes, helping a dynamic ITM director of communications and professor as well as her communications team execute things like strategic internal and external messaging and campaigns, projects across multiple institutions and teams, drafting grant applications and journal articles, scheduling meetings, managing health research campaign participant follow-up and study team coordination, providing administrative support for educational programming, etc. Join a collaborative and fun environment where creativity, initiative, and editorial flair are celebrated. One day you may be coordinating action items and follow-ups from meetings, and another you may be helping craft and caption video snippets that bring science to life. You'll be the right-hand executive assistant to the director of communications and help the communications team implement organizational systems to streamline workflows and move projects across the finish line with finesse. This is a hybrid role, so you get the best of both worlds with in-person and remote work opportunities. You'll also get a front-row seat to translational science in action, helping to improve human health through ITM-supported research and health campaigns.

Responsibilities

• Work with the ITM Director of Communications to execute, evolve, and evaluate ITM communications projects and initiatives.
• Coordinate with internal stakeholders (faculty, service cores, admin teams) and external partners to streamline workflows.
• Create project timelines, delegate tasks, and follow-up with multidisciplinary teams across several institutions on deliverables to meet deadlines.
• Project manage and spearhead deliverables and timelines for a new ITM website initiative across several institutions and teams.
• Contribute to different prongs of internal and external marketing and communications campaigns, initiatives, and educational programming.
• Track milestones for the ITM, The New Normal and Save Da Hoomans campaigns, and educational programming certificate / courses. Monitor their deadlines, navigate teams, and ensure deliverables land on time.
• Support writing projects : search for funding opportunities, draft grants, draft academic papers, create grant summaries, memo drafts, report proofreading, and presentation decks. Come with these skills or be willing to learn fast and hit the ground running.
• Serve as an administrative maestro. Steer a busy, dynamic executive calendar with precision, scheduling meetings, taking and disseminating notes and action items, managing projects, media interviews, and cross-institutional collaborations. Make sure no meeting or email gets left behind!
• Prepare, circulate, and archive sharp agendas, polished meeting notes, and thoughtful follow-up action items.
• Organize files and systems.
• Collaborate closely on messaging for local and national initiatives (e.g., 'The New Normal,' 'Save Da Hoomans' campaigns). Coordinate connections between potential participants from TNN Match and study coordinator team hand-offs. Make sure warm hand-offs happen and no one falls through the cracks.
• Help manage educational initiatives involving physician researchers, K scholars, and participants in workshops, courses and certificates, etc., using Canvas and other platforms. Coordinate schedules, help create and disseminate marketing materials, educational materials, etc.
• Bring enthusiasm and the ability to learn new skills like AI and contribute to video editing for social media, including trimming clips and adding captions, etc. Come with these skills or be willing to learn.
• Disseminate content that highlights ITM research, program impacts, and the importance of participating in clinical trials through internal and external channels and explore new and emerging web-based communications technologies.
• Help ensure online and website content is up to date, including staff pages, events, service lines, etc.
• Contributes to the ITM's mission of distilling complex science into engaging content a lay audience can use as part of multiple campaign initiatives and content platforms, spanning written, video / multimedia, and other formats.
• Coordinate the collection and analysis of relevant project data and craft draft summaries that can be used in journal and mainstream media publications.
• Coordinates events, researches logistics, assists with planning and preparing presentations, event outreach, and post-event write ups.
• Assists with researching funding opportunities, preparing grant proposals, and drafting and / or editing other written materials with moderate guidance.
• Maintains website (including but not limited to : employment page, news page, staff page, project pages, innovation challenge page).
• Assists with other administrative projects as needed and acquire higher level guidance and skills.
• Performs other related work as needed.

Minimum Qualifications

Education :

Minimum requirements include a college or university degree in related field.

Work Experience :

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications :

Preferred Competencies