Program Coordinator

POSITION RESPONSIBILITIES

Essential Duties and Responsibilities

Executive and Administrative Support
Provide senior administrative support to the Department Chair, managing a complex calendar of meetings, appointments, travel, and departmental activities.
Coordinate departmental and leadership meetings, including scheduling, agendas, meeting materials, and follow-up communications.
Arrange domestic and international travel for the Chair and designated faculty, including airfare, lodging, transportation, registrations, itineraries, and required documentation.
Process and monitor travel and business expense reimbursements, ensuring compliance with institutional policies and sponsor requirements.
Serve as a primary administrative liaison among faculty, staff, institutional offices, funding agencies, and external collaborators.
Support departmental operations by coordinating administrative activities and providing backup support to ensure continuity of services.
Grant and Research Administration
Coordinate administrative components of grant proposal submissions, including collection and preparation of required documentation through Cayuse and other institutional systems.
Maintain faculty biosketches, Other Support documents, and grant-related records to support timely and compliant proposal submissions.
Coordinate logistics and communications for the annual U19 Cooperative Agreement meeting and other research-related activities.
Assist with the review and processing of subcontract invoices by verifying documentation, tracking approvals, and coordinating with Principal Investigators and research administration offices.
Financial and Procurement Support
Coordinate procurement activities for laboratory and departmental purchases through EPRO and monitor purchasing transactions through completion.
Prepare and process reimbursements while ensuring adherence to institutional and sponsor guidelines.
Liaise with Procurement and Accounts Payable to resolve payment issues and facilitate timely invoice processing.
Review monthly animal research and core facility charges, identify discrepancies, and coordinate corrections with faculty, research staff, and service providers.
Monitor open purchase orders, outstanding invoices, and departmental financial transactions for follow-up and resolution.
Program and Event Coordination
Coordinate departmental seminars, Work-in-Progress (WIP) meetings, guest speaker visits, and related activities.
Plan and administer logistics for the annual departmental retreat, including venue arrangements, registration management, travel coordination, communications, and event support.
Support faculty meetings, networking events, conferences, and departmental programs through scheduling, planning, and logistical coordination.
Develop and maintain event timelines, participant communications, and supporting materials to ensure successful execution of departmental events.
Faculty Affairs and Human Resources Support
Coordinate faculty appointments, reappointments, promotions, and secondary appointment processes in partnership with the Office of Academic Appointments.
Prepare, track, and maintain faculty affairs documentation to ensure timely completion of institutional requirements and deadlines.
Support onboarding, personnel transactions, visa-related documentation, volunteer appointments, and other HR processes for faculty and research personnel.
Maintain accurate and confidential faculty and staff records in accordance with institutional policies.
Serve as a resource to faculty and staff regarding administrative procedures and departmental processes.
General Responsibilities
Exercise discretion in handling confidential personnel, financial, research, and organizational information.
Develop and maintain organized electronic filing systems and departmental records to support operational efficiency and compliance.
Coordinate multiple priorities and deadlines while ensuring accuracy and timely completion of assignments.
Recommend process improvements that enhance administrative effectiveness and customer service.
Perform other related duties as assigned in support of departmental goals and objectives.

QUALIFICATIONS

Minimum Qualifications

Bachelor's degree or an equivalent combination of education and relevant experience.
Two to four years of progressively responsible administrative or program coordination experience, preferably in a higher education, academic medical center, or research environment.
Experience supporting faculty, grant administration, or research programs is preferred.
Knowledge, Skills, and Abilities

Knowledge of NIH grant administration, sponsored research processes, and federal compliance requirements.
Strong project management, organizational, and multitasking skills with the ability to manage competing priorities and deadlines.
Excellent attention to detail and accuracy in reviewing financial, procurement, and grant documentation.
Demonstrated ability to coordinate complex domestic and international travel and meeting logistics.
Proficiency with Microsoft Office Suite and institutional systems for finance, procurement, HR, and research administration.
Excellent written, verbal, and interpersonal communication skills.
Ability to maintain confidentiality and exercise sound judgment when handling sensitive personnel, financial, and research information.
Ability to work independently while building effective working relationships with faculty, Principal Investigators, administrators, and institutional partners.