Program Specialists

Job Summary

The Program Specialist III supports the Vice President's Clinical and Translational (VPCAT) Research Scholars Program within the University of Utah Health Office for Faculty. VPCAT is a competitive, two-year faculty development program that provides structured mentorship, curriculum, and grant support to early-career investigators pursuing clinical and translational research careers.

This role serves as a central coordinator for program operations, working closely with the program team, leadership, mentors, and faculty scholars. The Program Specialist is responsible for coordinating key program activities across the scholar lifecycle, including application processes, onboarding, curriculum delivery, and ongoing program support.

Responsibilities

• Coordinate the annual VPCAT application process, including preparing materials, tracking applicants, and organizing review meetings
• Prepare and distribute applicant notifications, progress reports, and program communications
• Support onboarding of new scholars by scheduling and coordinating initial meetings and orientation activities
• Maintain tracking systems and ensure accurate documentation across all stages of the program
• Coordinate twice-monthly curriculum sessions (virtual and in-person), including scheduling presenters and managing logistics
• Host virtual sessions (Zoom), including recordings and technical support
• Coordinate in-person sessions, including room scheduling, catering, and event setup
• Track attendance, collect evaluations, and maintain session materials for program records
• Draft, edit, and distribute program communications in collaboration with program leadership
• Develop and manage monthly VPCAT Victories communications highlighting scholar accomplishments
• Assist with maintaining and updating website and program materials
• Coordinate day-to-day program operations, including scheduling meetings and maintaining calendars for program leadership
• Prepare meeting agendas, document discussions, and distribute meeting summaries
• Support quarterly mentor and advisory board meetings
• Manage program logistics, including purchasing supplies and coordinating event needs
• Maintain program tracking systems (primarily Excel-based) to support reporting and program evaluation
• Assist with data collection, organization, and reporting needs across program activities
• Ensure accuracy and consistency in program records and documentation
• Work closely with the VPCAT Research Manager, Research Development Associate, and Program Director to support program goals
• Serve as a point of contact for program-related questions and coordinate responses across stakeholders
• Use sound judgment to resolve scheduling, logistical, and operational challenges
• Support broader Office for Faculty activities and provide cross-coverage as needed