Job Description

Community Engagement Assistant

This position assists with the coordination, implementation, and planning of day-to-day activities for the established NIH program of AIM-AHEAD Southeast Hub at Meharry for engaging communities in the nationwide effort of the Artificial Intelligence/Machine Learning Consortium to Advance Health Equity and Researcher Diversity. The Community Engagement Assistant will work closely and provide support to the Principal Investigators, Co-Investigators, and the Program Director of the Hub Core regarding the objectives and milestones of the AIM-AHEAD program. The person will conduct outreach activities as needed for engaging key stakeholders to gain optimal progress. He/she will assist to ensure that all activities are organized and performed on time and budget under the guidance of the hub program director and leadership team.

Daily Operations

This Community Engagement Assistant will assist the PI, Co-Investigators, and Program Director at the Southeast regional hub within the AIM-AHEAD Southeast Hub Core. This includes but is not limited to:

• Assist in the management of day-to-day project activities under the direction of the AIM-AHEAD Leadership/Administration Core
• Schedule and attend meetings to record minutes.
• Keep track, manage, and retrieve documents, records, and reports.
• Interact with staff, faculty, students, and outside professionals with essential job functions
• Assist in the development, implementation, and maintenance of the AIM-AHEAD Leadership/Administration Core to achieve the goals and objectives
• Coordinate partners and sub-awards to implement project activities. Conduct outreach activities as needed to engage key stakeholders. Provide oversight and coordination of service provision.
• Development of AIM-AHEAD materials in collaboration and coordination with the AIM-AHEAD staff and faculty at the regional hub
• Assist PI and Co-Is in ensuring compliance, evaluation, and performance measures are recorded and met. Collect, tabulate, and interpret project data as required. Responsible for the execution of project evaluation, including ensuring the attainment of outcomes, project goals, and activities.
• Assist in the preparation of annual, semiannual, and ad hoc reports to funders and stakeholders
• Assisting and coordinating workshops, including facilities arrangement, and attendee check-ins
• Responsible for the preparation of materials for meetings and conferences.
• Manage projects within short deadlines.
• Provides administrative support to the PI
• Identifies issues or problems to find solutions
• Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, or presentation software.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Review and analyze budget reports, prepare and develop budget modifications and recommendations.
• Attend meetings to record minutes.
• Greet visitors and determine whether they should be given access to specific individuals.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• File and retrieve corporate documents, records, and reports.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Make travel arrangements.
• Prepare responses to correspondence containing routine inquiries.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping.
• Performs other related duties as assigned.

Required Skills

• Demonstrated experience in coordinating and running clinical, translational or data science research projects
• Advanced written and oral communication skills
• Proficiency with Microsoft Office Suite and Internet research and navigation
• Action-oriented to follow up on feedback to ensure positive outcomes
• Knowledge of accounting/budgeting procedures
• Ability to work under pressure, adjust to constant changes, handle multiple tasks, and coordinate the work of others
• Ability to keep complex records, assemble and organize complex data, prepare and submit reports in acceptable formats
• Ability to conceptualize, plan, and organize multiple programs and assignments
• Ability to manage projects within deadlines
• Excellent time-management skills, including attention to detail, and the ability to problem-solve
• Experience in website content development, communications, and special events management
• Excellent interpersonal skills and ability to work in multidisciplinary settings, as a part of a team or independently
• Ability to communicate effectively with diverse populations verbally and in writing
• Ability to develop and maintain effective working relationships
• Ability to establish and maintain positive professional relationships with External and Internal Program staff and administration, faculty, staff, and students across campus and at other institutions

Required Education and Experience

• BA/BS required with a minimum of 4 years related experience; or equivalent combination of education and experience
• Proficient in Microsoft Office and other office tools
• Excellent communicator (written and verbal)
• 4-6 years of experience (can combine education and work experience)
• Comfortable Public Engagement and Speaking

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