Project Coordinator/Receptionist

ABOUT CRITICAL PATH INSTITUTE (C-PATH)

Critical Path Institute (C-Path) is a nonprofit engaged in the creation of partnerships and innovative processes that improve human health by reducing the time, cost, and risk in developing and approving new therapies. For over ten years, we have partnered with industry and academic experts to advance technologies across the spectrum of medical product development from research to regulatory approval. As a leading nonprofit organization dedicated to fostering collaboration and promoting data sharing in the precompetitive space, C-Path has been at the forefront of numerous advances designed to get new treatments to patients quicker. Our continuing success is made possible by a combination of public and private support from those who share our vision to accelerate a path to a healthier world.

POSITION OVERVIEW

The Project Coordinator/Receptionist, Operations provides on-site administrative support to and works closely with programs/consortia related to Operations, including Finance, Information Technology, Portfolio Management and Communications, to facilitate and support continuing, effective team operations to advance the multiple goals of those groups and C-Path as a whole. The Receptionist is responsible for welcoming visitors and creating a positive first impression. He/she will interact with internal and external stakeholders from many backgrounds and will also perform various office management and clerical tasks.

Project Coordinator

• Plan, schedule, and (if needed) moderate video and teleconferences, including setting up both domestic and international meetings
• Help prepare presentation materials as requested for meetings
• Schedule monthly Town Hall meetings and host those presentations
• Schedule ad-hoc meetings for the programs/consortia being supported as requested
• Participates in program meetings and takes minutes as required
• Assist with planning and executing future large virtual and/or face-to-face meetings
• Assist with Suti Expense reconciliation as requested
• Assist with AmTrav travel arrangements as requested
• Complete monthly Suti Expense reports for Directors/groups supported
• Identify opportunities for improvement and/or process enhancement and make constructive suggestions for change
• Work with other members of the larger team in an effective manner
• Track and document best practices and lessons learned and share those with the appropriate team members
• Assist with any organization-wide administrative needs as needed
• Participate in PC/Admin staff meetings
• Other duties and responsibilities as assigned

Receptionist

• Greet various stakeholders, visitors, and guests; ensures external visitors sign the Visitor Log; determines the purpose of each person's visit and directs or escorts them to the appropriate location
• Answers, screens, and directs phone calls to staff; takes messages or direct to voice mail as appropriate
• Receives mail, documents, packages, and courier deliveries and notifies recipient(s) of the arrival by email
• Performs administrative and clerical support tasks
• Performs basic filing and recordkeeping
• Responsible for shipping, mailing, and supplies orders
• Responsible for the postage program (stamps.com) and supplies, as well as supplies and service needs for the printers
• Kitchen cleanliness, supplies, and service of equipment as needed
• Contacts property management for any maintenance issues and keeps employees aware of any issues onsite
• Other duties as assigned

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Works well independently and in a team-oriented, collaborative environment
• Conforms to shifting priorities and demands and responds to adjustments and alterations promptly and efficiently
• Excellent attention to detail and organization skills
• Excellent written and oral communication skills
• Ability to interact professionally and courteously with people at all levels by phone, email, and in person
• Working knowledge of formal business writing to include composing correspondence and other professional d