PROGRAM COORDINATOR II (2)

uab; Town of Florida (NY); On-site; USD 25,000 - 41,000; Full time

Job summary

UAB is seeking an administrative coordinator to support multiple research, community engagement, and academic programs. Under minimal supervision, you will manage scheduling, travel, communications, and documentation, while coordinating staff, volunteers, and vendors.

You will handle budget and procurement tasks, assist with grant administration, regulatory compliance, and data management across concurrent projects, ensuring accuracy and timely reporting.

Qualifications

• Bachelor's degree in a related field and one year of related experience.
• Experience coordinating research, academic, healthcare, or community-based programs.
• Strong organizational and communication skills.

Responsibilities

• Coordinate day-to-day administrative and operational activities for multiple programs.
• Support study startup, implementation, and closeout activities.
• Prepare newsletters, correspondence, and program communications.

Skills

MS Office Suite

Outlook scheduling

Communication skills

Team coordination

Data management

Education

Bachelor's degree in related field

Tools

REDCap

Qualtrics

ShareFile

SharePoint

Zoom

Microsoft Teams

Job description

Under minimal supervision, coordinates administrative, personnel and logistical support for a defined department program (s), often of a large and/or complex nature. Carries out established program objectives and directives. Follows established guidelines or protocols. Determines the best approach to accomplish assignments. May participate in program planning and in setting program objectives. May supervise support staff. May act as a communication liaison and special events planner. Interfaces with outside resources such as volunteers, alumni, patients, other professionals in a defined field or with continuing education students. May be responsible for adherence to program budget and/or other fiscal duties. May assist with grant and contract preparation and submission. May handle data management.

Coordinates administrative, operational, community, logistical, regulatory, and personnel support for multiple research, community engagement, and academic programs. Carries out established program objectives and directives while ensuring compliance with institutional, sponsor, and regulatory requirements. Determines the best approach to accomplish assignments independently and exercises judgment in prioritizing competing program needs. Participate in program planning, implementation, continuous process improvement, and strategic initiatives. Coordinates activities among investigators, staff, students, community partners, research participants, and external collaborators. May coordinate support staff, student employees, temporary personnel, community research assistants (CRAs), and volunteers. Serves as a communication liaison across teams and coordinates meetings, trainings, and special events. Assists with grant administration, budget monitoring, purchasing, contracts, and fiscal activities. Coordinates regulatory documentation, research operations, participant engagement, data management, reporting, and quality assurance for multiple concurrent projects.

Duties and Responsibilities

• Program Administration Operational Coordination: Coordinate day-to-day administrative and operational activities for multiple research, community engagement, and academic programs. Support Program Director(s) and Principal Investigator(s) with scheduling, calendar management, meeting coordination, travel, and project logistics. Monitor project timelines, deliverables, and milestones to ensure successful completion of program objectives. Develop and implement administrative workflows and standard operating procedures to improve efficiency. Coordinate communications among faculty, staff, students, community partners, vendors, sponsors, and external collaborators. Maintain program documentation, electronic filing systems, ShareFile repositories, and project records. Plan events and manage all related UAB documentation necessary.
• Research Program Coordination: Coordinate activities across multiple research studies. Support study startup, implementation, and closeout activities. Monitor study progress, enrollment, recruitment metrics, and project milestones. Coordinate participant recruitment, scheduling, communications, and study visit logistics. Manage participant reimbursement and study payment activities, including Greenphire and ClinCard administration. Coordinate inventory, deployment, maintenance, quality control, and tracking of research equipment and study materials. Monitor equipment usage, replacements, repairs, and manufacturer warranty issues. Coordinate community-based research activities, off-site study operations, study recruitment events, outreach activities, educational programs, and community meetings. Serve as liaison between study participants, community organizations, investigators, and research staff. Support Community Advisory Boards (CABs) and community engagement initiatives.
• Communications Reporting: Prepare newsletters, correspondence, announcements, reports, and program communications. Develop training materials, instructional guides, and educational resources. Coordinate communication with collaborating institutions, community partners, and external organizations. Track publications, presentations, grant activities, scholar outcomes, and other deliverables.
• Meeting Event Coordination: Coordinate internal and external meetings, workshops, training sessions, conferences, and community events. Schedule meetings using Outlook, Zoom, Doodle Polls, and other scheduling platforms. Prepare meeting agendas, presentation materials, reports, and slide decks. Facilitate virtual and in-person meetings, including Zoom management and technology support. Record meeting minutes, distribute action items, and monitor follow-up activities. Coordinate event logistics, registration, catering, vendors, facility reservations, parking, and audiovisual needs.
• Fiscal Administrative Support: Assist with purchasing, procurement, vendor coordination, invoices, internal billing, and financial reconciliation. Coordinate purchases, supply orders, service contracts, and inventory management. Prepare quotes, budget documentation, and financial reports.
• Staff Coordination Training: Coordinate onboarding, scheduling, and training activities for research staff, community research assistants, temporary employees, students, and volunteers. Coordinate protocol training, REDCap training, and study-specific education. Assist with temporary staffing requests, position postings, and personnel documentation.
• Regulatory Compliance Coordination: Maintain consent forms, information sheets, Manuals of Procedures (MOPs), Standard Operating Procedures (SOPs), and study documentation. Maintain regulatory binders and study files.Other Responsibilities
• Perform additional duties as assigned to support research, educational, and community engagement activities.
• Perform other duties as assigned

Salary Range: $18.35 - $29.80

Bachelor's degree in a related field and one (1) year of related experience required. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Preferred

• Experience coordinating research, academic, healthcare, or community-based programs.
• Experience with project management and coordinating multiple concurrent priorities.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Microsoft Teams/Zoom.
• Experience with REDCap, Qualtrics, ShareFile, SharePoint, or similar platforms preferred.
• Experience scheduling meetings and events, preparing agendas and meeting minutes, and tracking action items.
• Experience with purchasing, budget tracking, travel/event coordination, and vendor management.
• Experience maintaining databases, tracking project metrics, and preparing reports.
• Strong organizational skills with demonstrated attention to detail and ability to maintain accurate records.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to prioritize multiple projects and meet deadlines in a fast-paced environment.
• Strong problem-solving and critical-thinking abilities.
• Ability to work independently with minimal supervision while collaborating effectively with multidisciplinary teams.
• Professionalism and discretion when handling confidential information.
• Customer-service orientation with the ability to interact professionally with faculty, staff, students, community partners, vendors, and research participants.
• Adaptability, initiative, and a willingness to learn new systems and processes.
• Familiarity with IRB processes, research compliance, grant administration, or clinical research

UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, and veteran's status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB's Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix.