International Program Coordinator

University of California - San Francisco; San Francisco (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

The University of California - San Francisco is looking for an International Program Coordinator to manage administrative and program tasks for the ReDLat research study. This role involves preparation of international subcontracts, budget oversight, and coordination of multinational committees.

The ideal candidate will have a Bachelor's degree and at least three years of relevant experience, alongside strong communication skills and a willingness to travel internationally. Knowledge of Spanish and Portuguese is advantageous.

Qualifications

• Minimum three years of experience or equivalent.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning and analysis.

Responsibilities

• Provide guidance for subcontract budgets and amendments.
• Review all subcontract invoices for accuracy before payment.
• Coordinate research committees and manage agendas.
• Assist with development of new grant applications.

Skills

Verbal and written communication

Active listening

Critical thinking

Customer service

Education

Bachelor's degree in related area

Tools

University-specific computer applications

Job description

Overview

Department Description: Multi-Partner Consortium to Expand Dementia Research in Latin (ReDLat).

This project fosters a Consortium with support from multiple partners whose goal is to expand dementia research in Latin America and the Caribbean (LAC). The Consortium aims to combine genomic, neuroimaging and behavioral (clinical, cognitive) data and social determinants of health data to improve dementia characterization and identify novel inroads to treat neurodegeneration in diverse populations. This >5-year project constitutes an opportunity to promote harmonization of global strategies to treat and prevent dementia in diverse and underserved populations. We have developed an innovative, harmonized, cross-regional approach on AD and FTD.

This platform is anchored in Argentina, Brazil, Colombia, Chile, Mexico, and Peru, with clinical research expertise from UCSF Fein Memory and Aging Center, genomics from UCSB, and bioinformatics from HudsonAlpha. Satellite projects expand the initial ReDLat initiative to include family assessments, EEG recordings, natural speech analysis, epigenetics, circadian characterization, and learning experiences.

About Fein MAC

The Fein Memory and Aging Center (Fein MAC) provides high-quality care for cognitive problems, conducts research on causes and cures for degenerative brain diseases, and educates health professionals, patients and families. More information at www.memory.ucsf.edu.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through biomedical research, education, and patient care.

Job Summary

The International Program Coordinator provides administrative and program management for the ReDLat research study. They provide administrative coordination for international subcontracts for institutions primarily located in Latin America and the United States, budget preparation guidance for new subcontracts and amendments, and invoice review before payment. They assist in coordinating multinational research committees and the annual meeting of researchers. They also assist investigators and the program manager with development of new grant proposals, liaising with UCSF pre-award, preparing budgets and justifications, managing submission timelines, and preparing IRB and administrative documents for grant submission. The Program Coordinator works in a mission-driven environment and manages multiple competing priorities. Written and spoken Spanish and/or Portuguese language skills are a plus.

Responsibilities

1. Subcontract preparation and amendments

   • Provide guidance to sites to assist with budgets, justifications, scopes of work, and fund advance budgets for new subcontracts
   • Coordinate subcontract budget amendments
   • Interface with UCSF pre-award team and respond to questions
   • Gather IRB approvals, hardship letters, PI assurances, registration numbers
   • Coordinate with UCSF subcontract and post-award teams to ensure proper budget allocation
   • Communicate with sites, provide translations as needed
   • Provide guidance on invoice templates and procedures
   • Maintain internal database of subcontract invoices

2. Fiscal and budget oversight

   • Review all subcontract invoices for accuracy before payment
   • Meet with sites to answer budget and invoice questions

3. Program coordination for international researcher collaboration

   • Coordinate research committees: maintain email lists, schedule meetings, prepare agendas, coordinate speakers, and share data
   • Manage agenda during calls; take notes and track action items
   • Manage review of collaboration requests
   • Assist with annual meeting preparations: invitations, attendee list, agendas, speakers, travel
   • Manage database access requests and data use agreements

4. Grant development support

   • Assist investigators and program manager with development of new and renewal grant applications
   • Interface with UCSF pre-award team; manage submission timelines
   • Prepare subaward documents and budget justifications; review NIH biosketches; draft letters of support and IRB documents

Required Qualifications

• Bachelor's degree in related area and minimum three years of experience or equivalent
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling
• Ability to use discretion and maintain confidentiality
• Strong skills in short-term planning, analysis, problem-solving, and customer service
• Willingness to travel internationally

Preferred Qualifications

• Knowledge of University rules and procedures for budget, accounting, fund management, and personnel management
• Knowledge of common University-specific computer applications
• Knowledge of financial analysis and reporting techniques and HR policies for staff and academics
• Spanish language skills
• Portuguese language skills
• Experience with financial aspects of NIH grants