Administrative Specialist, Delaware Center for Cognitive Aging Research

PAY GRADE: 29E

CONTEXT OF THE JOB:The Delaware Center for Cognitive Aging Research (DECCAR), in collaboration with the Neurovascular Aging Laboratory led by Dr. Christopher Martens, is seeking a highly organized and experienced Administrative Specialist to support ongoing research and operational activities. This position plays a critical role in facilitating the success of a dynamic and interdisciplinary research environment focused on brain health and aging at the University of Delaware.

The Administrative Specialist will provide comprehensive administrative support for both Center and laboratory operations, including coordination and oversight of a diverse research portfolio funded by the NIH, private foundations, and philanthropic sources. Key responsibilities include managing budgets and project timelines, organizing meetings and events, maintaining records and communications, and serving as a liaison among faculty, staff, trainees, and external collaborators. The ideal candidate is detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced academic setting. While a scientific background is not required, familiarity with research administration or health sciences environments is preferred.

DECCAR is a leading hub in the state of Delaware for interdisciplinary research, clinical education, and community engagement focused on cognitive aging and dementia. The Center supports innovative efforts to slow, prevent, or reverse Alzheimer’s disease and related disorders, while enhancing the quality of life for older adults. The Neurovascular Aging Laboratory specifically investigates how cardiovascular health influences cognitive decline and Alzheimer’s disease risk, contributing to the broader mission of improving brain health across the lifespan.

Major Responsibilites:

• Serve as the first point of contact for internal and external inquiries, efficiently triaging requests and connecting individuals with the appropriate team member or resource to ensure timely and accurate support.
• Manage calendars, schedule meetings, and coordinate communications for Dr. Martens and affiliated DECCAR investigators.
• Provide administrative support to DECCAR Director and executive committee members, as needed.
• Organize and maintain records related to grant budgets and monitor spending across multiple grants.
• Prepare and submit expense reports, assist with ordering laboratory supplies and process participant reimbursements.
• Track key deadlines for grant-related reporting, including NIH progress reports. Ensure that all required components are collected, organized, and submitted on time. Coordinate with collaborators and administrative offices to maintain compliance and avoid delays.
• Support philanthropic reporting and stewardship efforts, including organizing impact reports and coordinating with the Development staff to ensure timely submissions of updates and deliverables. Assist with collection of materials that highlight research progress and outcomes for external stakeholders.
• Assist HR staff with onboarding of graduate students, postdocs, and staff, including coordination of HR paperwork and system access.
• Support internal communications and help coordinate Center-wide events, seminars, and outreach activities.
• Prepare and submit IRB protocols, amendments, annual reviews, and adverse event reports.
• Maintain regulatory files and ensure compliance with NIH, FDA, and institutional policies.
• Assist with additional job-related administrative duties and special projects as assigned.

Qualifications:

• Bachelor’s degree and three years of related work experience or equivalent combination of education and experience.
• Experience with administrative support in a research or academic setting preferred.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite and familiarity with systems such as REDCap, Concur, and UD Financials (or similar).
• Ability to analyze and interpret data including budgets, financial reports, and program-specific data.
• Excellent written and verbal communication skills.
• Prior experience preparing grants and other proposals preferred.
• Ability to work independently and collaboratively across teams.

Additional Information

This is a full-time, 4-year grant-funded position with potential for renewal contingent upon future funding. The Administrative Specialist will report to the Center Director and laboratory PI, Dr. Christopher Martens, and work closely with DECCAR leadership, affiliated investigators, and trainees.