Program Coordinator
- Oversee day-to-day program operations, ensuring workflow continuity, timely communication, accurate documentation, and smooth coordination with internal and external stakeholders.
- Manage publication and intellectual property processes, including scheduling reviews, tracking submissions, communicating decisions, and maintaining award and recognition records.
- Support sponsorship activities by organizing meetings, tracking decisions, ensuring budget compliance, and coordinating deliverables for events.
- Provide high-level support to the Program Director through progress updates, preparation of briefings and presentations, and proactive resolution of potential blockers.
- Coordinate and track multiple concurrent projects with university partners, ensuring logistics, timelines, and communications remain aligned and well-organized.
- Maintain exceptional inbox and communication management across high-volume email threads with faculty, university administrators, internal stakeholders, and research collaborators.
- 2+ years of experience in program coordination supporting university faculty, administrators, or sponsored research offices
- Demonstrated experience managing multiple projects and logistics within academic, research, or university settings
- Ability to identify and coordinate with stakeholders across departments (e.g., EAs, Facilities, Operations)
- Proficiency with Google Workspace (Docs, Slides, Sheets, Calendar) and project/task management tools (e.g., Asana, Slack)
- Strong verbal and written communication skills, with the ability to maintain exceptional email management and synthesize discussions into clear summaries or next steps
- Excellent organizational skills and attention to detail
- Ability to independently prioritize tasks and follow through in a dynamic, multi-stakeholder environment
- Ability to ask thoughtful clarifying questions and document key information during onboarding
- Experience supporting research, academic, or legal teams
- Skill in drafting and refining slide decks for internal and external audiences
- Willingness to learn and adapt to new tools, workflows, and terminology (e.g., IP tracking, publication workflows)
- PTO and paid holidays!
- Pre-tax commuter benefits
- Employer (HireArt) subsidized Healthcare Benefits
- Flexible Spending Account for healthcare-related costs
- HireArt covers all costs for short- and long-term disability and life insurance
- 401k package
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