Senior Program Coordinator

Job Responsibilities:

Program & Operations Coordination

• Performs administrative and operational functions to ensure smooth operations for the research branch of the department. Works with colleagues and senior staff to resolve department-related issues and concerns.
• Provides direct coordination and advisory support to the CBI Director and Vice Chair of Innovation and Predictive Diagnostics, including complex calendar management, prioritization of competing demands, meeting coordination, and preparation of briefing materials. Exercises judgment in managing scheduling conflicts and determining appropriate escalation. Serves as backup for the Vice Chair of Research.
• Serves as a knowledgeable resource and point of coordination between professional and research staff, administration, and staff throughout the institution and outside institutions. Interprets departmental guidelines and institutional policies to advise staff on appropriate processes and procedures. Exercises discretion and sound judgment in determining how to handle sensitive or non-routine matters.
• Coordinates directors’ meetings and may attend meetings as needed for setup and to ensure they proceed as planned.
• Assists with the compilation and coordination of the annual CBI grant Progress report.
• Assists with the recruitment of faculty and staff, including coordinating the logistics of visiting recruits, planning itineraries, scheduling seminars, and facilitating reimbursements. Coordinates VIP visits, including potential donors, important collaborators, and other distinguished guests.
• Leads program and event planning and implementation, independently evaluating requirements and determining appropriate logistics, resource allocation, and execution strategies for meetings, annual international conferences, workshops, education seminars, and other program-related events. Recommends approaches to leadership and adjusts plans based on changing needs or constraints.
• Coordinates complex administrative needs for the Center, supporting the research division to ensure the completion of tasks, maintains and improves workflow and processes, and ensures that services are provided in an effective and efficient manner. Assists with Center space/office planning and ensures space maps are up to date.
• Prepares reports; researches, compiles, and analyzes information from multiple sources; and formulates recommendations for review by the Assistant Director of Research Operations and departmental leadership. Responds to requests for information; synthesizes data and presents findings with suggested courses of action to inform management decisions.
• Serves as point person in the department to all faculty, staff, and students for any research-related issues, problems, concerns, and questions, escalating to the Assistant Director of Research Operations as needed.

Procurement & Order Management

• Responsible for entering and submitting all order requests for the department, coordinating the full lifecycle of each order from initiation through delivery and invoice reconciliation on a daily basis. Handles all order types including: Punchout orders (e.g., Amazon, Staples, ThermoFisher, Sigma-Aldrich, Grainger); special request orders requiring vendor quotes and PeopleSoft-approved suppliers; service and capital orders; MCIT catalog and custom MCIT orders; software license, subscription, and service agreement requests via CLM; invoice payment requests; international wire requests; and one-time payment requests for non-employees, students, and contractors.
• Coordinates the complete order process for each request: verifies account/fund/chartstring information; obtains required approvals; enters requisitions in PeopleSoft; tracks shipments; follows up with vendors and Finance on status and delivery ETAs; confirms receipt; and marks invoices as ‘Received’ in PeopleSoft to ensure timely vendor payment. Maintains organized tracking of multi-item, multi-shipment orders and backordered items.
• Coordinates vendor onboarding through PaymentWorks when new suppliers are needed, including submitting invitations, tracking registration status, providing guidance to vendors, and coordinating with Sourcing/Supply Management throughout the process.
• Submits Contract Lifecycle Management (CLM) intakes in PeopleSoft for software licenses, subscriptions, and service agreements requiring MCIT/legal review prior to requisition entry.
• Processes capital equipment requests including benchmarking requirements and required forms, in compliance with departmental policies.

Reimbursement Processing

• Processes all reimbursements for the Vice Chair Research related to department seminars and events, including domestic and international conference expenses, group meals, transportation, and other purchases.
• Reviews all supporting documents and receipts; requests missing documentation; enters all line items (description, date, expense type, amount, location) with required supporting documents; submits and tracks each request through approval and payment. Resubmits requests returned for additional documentation.
• Assists in the planning and coordination of annual conference events as needed.

Office & Facilities Coordination

• Oversees day-to-day office operational needs, assessing inventory levels, determining replenishment priorities, and coordinating resolution of office and facilities issues to ensure uninterrupted departmental operations.
• Serves as primary contact for facilities-related issues; contacts building management, security, locksmith, and vendors as appropriate, and enters tickets in Maintenance Connection for issue resolution.
• Coordinates conference room reservations via Resource Scheduler in Inside Health.
• Manages incoming and outgoing communications and shipments at the 660 site, including coordinating receipt and distribution of packages, tracking shipments, and serving as the primary point of contact for visitors and external stakeholders.

Calendar Support & Additional Responsibilities

• Provides primary calendar support and meeting coordination for the CBI Director and Vice Chair of Innovation and Predictive Diagnostics. Serves as backup for the Program Coordinator for the Vice Chair of Research.
• Provides full coverage of Program Coordinator responsibilities when colleagues are out of office.
• Coordinates departmental events and seminars, independently evaluating logistical requirements, determining resource needs, and managing execution to ensure successful delivery aligned with departmental objectives.
• Provides instructions and guidance on poster printing, business cards, FedEx domestic and international shipments, timecard questions, and PeopleSoft processes. Trains staff on administrative processes upon request.
• Coordinates administrative activities for staff to ensure efficient operations, including: resource allocation and accounts payable/receivable follow-up; tracking orders, special requests, and capital equipment maintenance; coordinating conference preparation activities including liaising with RadIT and coordinating technical support logistics; and providing administrative support to the CBI Director and Vice Chair of Innovation and Predictive Diagnostics as needed.

Additional Responsibilities

Responsible for coordinating administrative activities for staff to ensure efficient administrative operations. The Senior Program Coordinator serves as the point person for the following responsibilities: 1) resource allocation and accounts payable/receivable follow-up; 2) keeping track of orders, special requests, and capital equipment maintenance; 3) coordinating conference preparation activities, including liaising with RadIT, coordinating technical support logistics, and ordering food; and 4) providing administrative support to the CBI Director and Vice Chair of Innovation and Predictive Diagnostics as needed. This position is part of the Department’s administrative team, which supports the activities of over 30 research faculty members and nearly 100 other research and administrative staff.