Program Coordinator & Administrative Assistant in Saint Louis, MO
Job title: Program Coordinator & Administrative Assistant in Saint Louis, MO at BIOSTL
Company: BIOSTL
Job description: Position Overview:BioSTL seeks a detail-oriented and organized individual to join our team as a Program Coordinator & Administrative Assistant. This newly created role will support administrative operations and program logistics for BioSTL's initiatives, ensuring seamless coordination and compliance. The ideal candidate will excel at multitasking, have strong communication skills, and show initiative in improving workflows.Key Responsibilities:Data Entry & Review:
- Review invoices and documentation submitted by partners for accuracy and completeness.
- Maintain grant-related expense details and documentation in Airtable for financial and compliance reviews.
- Update program participant information in required systems (e.g., MOJobs, Airtable, Box).
- Resolve duplication issues and ensure data accuracy across shared systems.
- Coordinate logistics for events and multi-partner convenings, including calendar invites, Zoom setup, agendas, notes, and follow-up summaries.
- Collaborate with partners/vendors to organize event locations, food, and other necessary services.
- Provide on-site support to team members and guests during events.
- Arrange transportation services for program participants using Airtable data (e.g., Uber rides to trainings/events).
- Order supplies for programs, trainings, events, and office operations.
- Track incoming email requests for workforce support and document initial responses.
- Manage regular communications to program audiences, stakeholders, and partners (e.g., newsletters and training session updates).
- Maintain and update programmatic calendars (internal and external).
- Schedule partner meetings that require customization beyond standard tools like Calendly.
- Prepare expense reports for monthly credit card statements.
- Organize and maintain shared files using consistent naming conventions in Box folders.
- Link meeting notes (e.g., Otter AI transcriptions) to relevant Airtable engagements for easy reference.
- Strong organizational skills with a proven ability to manage multiple tasks and priorities.
- Familiarity with data management systems such as Airtable, MOJobs, and Box preferred.
- Excellent written and verbal communication skills.
- Detail-oriented, with a commitment to maintaining accurate records and documentation.
- Experience coordinating logistics for events and meetings.
- Proficiency in office software tools (e.g., Microsoft Office, Zoom).
- Ability to work collaboratively with internal teams and external partners.