International Program Coordinator

UCSF Health; San Francisco (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

UCSF Health is seeking an International Program Coordinator to support the ReDLat study across Latin American sites. You will manage subcontracts, budgets, and grant timelines while facilitating collaboration among researchers and committees.

This role requires strong communication, travel readiness, and the ability to navigate complex procedures with UCSF pre-award and post-award teams. You will liaise with investigators and coordinate annual meeting preparations.

Qualifications

• Bachelor’s degree in a related area and minimum three years of experience or equivalent training.
• Strong interpersonal, verbal and written communication, active listening, critical thinking, persuasion, and counseling.
• Discretion and ability to maintain confidentiality.
• Strong short-term planning, analysis, problem-solving, and customer service skills.
• Willingness to travel internationally.

Responsibilities

• Guide sites through budget preparation, justifications, scopes of work, and fund-advance budgets for new subcontracts.
• Coordinate subcontract budget amendments and correspondence with UCSF pre‑award and post‑award teams.
• Gather IRB approvals, hardship letters, PI assurances, and registration numbers.
• Provide guidance on invoice templates and maintain an internal database of subcontract invoices.
• Review all subcontract invoices for accuracy before submission for payment.
• Meet with sites to address budget and invoice questions.
• Maintain accurate email lists, schedule meetings, and prepare agendas for committees.
• Manage agenda during calls, take notes, track action items, and follow up.
• Manage review of collaboration requests.
• Prepare invitations, manage attendee lists, draft agendas, arrange speakers, and coordinate travel for annual meetings.
• Liaise with investigators and the Industry Contracts Division for data use agreements.
• Request and track accounts for new users in Fein Memory and Aging Center databases.
• Interface with UCSF pre‑award team, manage grant submission timelines, and prepare subaward documents.
• Draft budgets, budget justifications, NIH biosketches, letters of support, and IRB and administrative documents.

Skills

Interpersonal skills

Verbal and written communication

Active listening

Critical thinking

Problem solving

Customer service

Travel internationally

Education

Bachelor’s degree

Job description

Overview

Multi-Partner Consortium to Expand Dementia Research in Latin (ReDLat) aims to combine genomic, neuroimaging, behavioral, and social determinants of health data to improve dementia characterization and identify novel treatments in diverse populations across Argentina, Brazil, Colombia, Chile, Mexico, and Peru. The project collaborates with UCSF Fein Memory and Aging Center, UCSF Santa Barbara, and HudsonAlpha to advance research on Alzheimer’s disease and frontotemporal dementia.

Job Summary

The International Program Coordinator provides administrative and program management for the ReDLat study, coordinating international subcontracts, managing budgets, supporting grant proposals, and facilitating collaboration among researchers and committees.

Responsibilities

• Subcontract Preparation and Amendments
  • Guide sites through budget preparation, justifications, scopes of work, and fund-advance budgets for new subcontracts
  • Coordinate subcontract budget amendments and correspondence with UCSF pre‑award and post‑award teams
  • Gather IRB approvals, hardship letters, PI assurances, and registration numbers
  • Provide guidance on invoice templates and procedures and maintain an internal database of subcontract invoices
• Fiscal and Budget Oversight
  • Review all subcontract invoices for accuracy before submission for payment
  • Meet with sites to address budget and invoice questions
• Coordinate Research Committees
  • Maintain accurate email lists, schedule meetings, and prepare agendas
  • Manage agenda during calls, take notes, track action items, and follow up
  • Manage review of collaboration requests
• Assist with Annual Meeting Preparations
  • Prepare invitations, manage attendee lists, draft agendas, arrange speakers, and coordinate travel
• Manage Database Access Requests
  • Liaise with investigators and the Industry Contracts Division for new data use agreements
  • Request and track accounts for new users in Fein Memory and Aging Center databases
• Grant Writing Support
  • Interface with UCSF pre‑award team, manage grant submission timelines, and prepare subaward documents
  • Draft budgets, budget justifications, NIH biosketches, letters of support, and IRB and administrative documents

Qualifications

• Required Qualifications
  • Bachelor’s degree in a related area and minimum three years of experience or equivalent training
  • Strong interpersonal skills, including verbal and written communication, active listening, critical thinking, persuasion, and counseling
  • Discretion and ability to maintain confidentiality
  • Strong short‑term planning, analysis, problem‑solving, and customer service skills
  • Willingness to travel internationally
• Preferred Qualifications
  • Thorough knowledge of University rules and regulations, budgeting, accounting, and personnel management procedures
  • Solid knowledge of common university‑specific computer applications
  • Knowledge of financial analysis and reporting techniques and human resources policies for staff and academic employees
  • Spanish language skills
  • Portuguese language skills
  • Experience with NIH grant finances