"Program Coordinator"

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor's degree, an Associate's degree (foreign equivalent or higher) and two (2) years of full-time administrative experience may be considered. Two (2) years of full-time administrative experience. Experience scheduling meetings, managing calendars, and coordinating appointments. Experience with data and spreadsheet management. Proficiency in Microsoft Office Suite (i.e. Outlook, Microsoft Word, PowerPoint and Excel).

Preferred Qualifications:

Administrative support experience in a healthcare or research setting. Knowledge of research terminology and processes. Event coordination experience. Travel coordination experience. Budget experience.

Brief Description of Duties:

This role will provide crucial administrative support to the Director and research teams, ensuring smooth day-to-day operations and facilitating the success of research initiatives focused on health equity. Responsible for tasks such as scheduling meetings, coordinating communication between team members, managing paperwork and documentation, and providing general administrative support to ensure the program runs smoothly. This role will assist in coordinating all office functions. This includes scheduling meetings, meeting logistics, preparing presentation materials, tracking data, coordinating assigned projects, reception support, processing communications into and out of the office, record-keeping preparations, and filing. Excellent verbal and written communications skills are essential for this role. The ideal applicant will have strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines. Excellent communication and interpersonal skills. Ability to work independently and collaboratively in a fast-paced environment.

Duties:

Administrative Support:

• Assist the Director with scheduling meetings, managing calendars, and coordinating appointments. Will operate as the initial point of contact for inquiries directed to the Director or others within the department. Will manage the department's incoming and outgoing communications including voicemails, emails, and departmental mailboxes. Ensuring prompt and accurate responses to messages. Prepare and distribute correspondence, reports, and other documents as needed. Maintain and organize electronic and physical files related to research projects, grants, and publications. Coordinate logistics for research meetings, conferences, and events, including booking venues, arranging catering, and managing registrations. Serve as point of contact for internal and external stakeholders, responding to inquiries and directing communications as needed. Liaison between the Director/Department Chair and the professional staff of the institution with respect to administrative matters.

Logistics Coordination:

• Works in collaboration with the Director, Health Equity and Climate Medicine Research to oversee the planning and execution of key programmatic events, meetings, and various initiatives, ensuring seamless operations. Assists with planning, scheduling and assigning work to support staff. Supports the preparation and submission of grant applications.

Data Entry:

• Will support budget tracking, procurement paperwork, invoices, and other various data entry, data management, and tracking of research outcomes and metrics. Gather research and statistical data as required.

General Office Support:

• Maintains an inventory of office supplies and orders as necessary. Assists with tracking invoices and communicates with external clients as necessary. Processes invoices and coordinates travel arrangements for all team members as required. Performs routine monthly reconciliation and analysis for internal and external purposes.

Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

This is a full-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $4000 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.