Program Coordinator – Consortium and Pilot Projects

Applied Quantum; Chicago (IL); Remote; USD 60,000 - 100,000; Full time

Job summary

An innovative firm is seeking a Program Coordinator to lead collaborative initiatives in quantum technology. This role involves coordinating multi-institution programs, managing logistics, and ensuring compliance with project goals. The ideal candidate will have a strong background in project management, excellent organizational skills, and the ability to foster relationships among diverse partners. You will be at the heart of exciting projects that push the boundaries of technology, working closely with universities, corporate partners, and government agencies. If you are passionate about innovation and thrive in a dynamic environment, this opportunity is perfect for you.

Qualifications

• 5+ years of project coordination experience in research or technology.
• Strong organizational, communication, and interpersonal skills.

Responsibilities

• Coordinate project plans, timelines, and deliverables for consortia.
• Facilitate communication and problem-solving among stakeholders.

Skills

Project Coordination

Organizational Skills

Communication Skills

Problem-Solving Orientation

Interpersonal Skills

Education

Bachelor’s degree in Business Administration

Master’s degree in a relevant discipline

Tools

Project Management Tools

Job description

The Program Coordinator – Consortium and Pilot Projects is responsible for the effective administration and coordination of collaborative initiatives that Quantum TTO undertakes with multiple partner organizations. This role focuses on multi-institution programs such as international research consortia, joint development projects, and pilot deployments of quantum technologies in real-world settings. The Program Coordinator ensures that these complex projects – often involving universities, corporate partners, government agencies, and spin-outs – are well-organized, stay on schedule, and meet their objectives. By handling the logistical and operational aspects, this role allows technical and strategic teams to concentrate on content while ensuring alignment with the project’s goals and compliance requirements. The coordinator acts as a central point of contact for all participants, facilitating communication and problem-solving in a professional manner. Given Quantum TTO’s global and institutional focus, the Program Coordinator pays special attention to maintaining strong relationships with all consortium members and upholding the collaborative spirit essential for success.

Key Responsibilities

• Project Planning and Setup: Work with the Director of Strategic Partnerships and project leaders to establish clear project plans for each consortium or pilot initiative. Define scope, objectives, deliverables, and success metrics in consultation with all partners. Develop detailed work plans, timelines, and responsibility matrices to launch the program effectively.
• Day-to-Day Coordination: Serve as the daily point of coordination for ongoing consortium projects. Organize regular check-in meetings or conference calls among participants; prepare agendas and document minutes and action items. Track progress on tasks and milestones across the various organizations.
• Communication Facilitation: Maintain open and efficient communication channels among all stakeholders. This includes managing group communications and ensuring that any issues, changes, or important information are disseminated promptly to all partners.
• Documentation and Reporting: Oversee the preparation of periodic progress reports and final reports for the consortium or pilot project. Collect inputs from all partners and compile data on achievements.
• Budget and Resource Management: Assist in managing project budgets and resources if applicable. This includes tracking expenditures against budget and coordinating the procurement of any shared resources or services needed for the project.
• Compliance and Agreements: Ensure that the consortium or project adheres to any contractual obligations, compliance rules, or institutional policies.
• Problem Solving & Mediation: Proactively identify any operational or collaboration issues as they arise and work with the parties involved to find solutions.
• Organizing Workshops/Events: Coordinate any consortium-related events such as kickoff workshops, interim review meetings, training sessions, or demonstration days for pilot projects.
• Evaluation & Close-out: Toward the conclusion of projects, coordinate the evaluation of results against initial objectives and prepare summary documents that highlight accomplishments.

Required Qualifications and Experience

• Educational Background: Bachelor’s degree in Business Administration, Project Management, Engineering, or a related field. A Master’s degree in a relevant discipline is preferred.
• Project Coordination Experience: 5+ years of experience in coordinating or managing projects, ideally in a research, innovation, or technology development context.
• Organizational Skills: Excellent organizational and time management skills.
• Communication Skills: Strong written and verbal communication skills.
• Understanding of Tech Development: General understanding of how technology development projects progress.
• Interpersonal Skills: Strong interpersonal and intercultural skills.
• Problem-Solving Orientation: Demonstrated ability to anticipate and solve operational problems.
• Administrative and Financial Acumen: Basic understanding of budgeting and financial tracking in projects.
• Flexibility: Willingness to work flexible hours occasionally.

Preferred Skills or Attributes

• Certification: PMP or PRINCE2 certification is preferred.
• Experience in Consortia: Direct experience coordinating large collaborative projects.
• Multilingual Skills: Proficiency in more than one language can be advantageous.
• Technical Literacy: Having a personal interest or background in STEM can help in understanding project content.
• Tool Proficiency: Familiarity with collaborative and project management tools.
• Documentation & Quality: Skills in document design and editing.
• Enthusiasm for Quantum Innovation: A genuine interest in emerging technologies.

Reporting Line

Reports to the Director of Strategic Partnerships at Quantum TTO. The Program Coordinator works under the strategic direction of the Director but is expected to independently manage the operational aspects of projects.

Location and Travel Expectations

Remote. Travel: Periodic travel (15–25%) is anticipated.