Senior Program Coordinator

Position Summary

We have an exciting opportunity to join our team as a Senior Program Coordinator. In this role, the successful candidate is responsible for coordinating and advancing the operational functions of a complex research department, exercising independent judgment to evaluate situations, recommend solutions, and support departmental decision-making. The position serves as a subject matter resource for procurement, research operations, and administrative processes, providing guidance and recommendations to leadership on operational matters.

It interprets institutional policies and guidelines to determine appropriate courses of action, escalating only complex or high-impact decisions to the Assistant Director of Research Operations. The Coordinator reports to the Assistant Director of Research Operations and supports a department of research faculty, Post Docs, managers, and research and administrative staff. This position requires five days on-site during the six‑month probationary period, after which one day of remote work may be allowed.

• 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 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.

• 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:
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