Program Coordinator II - Texas SHIELD & HPOC

The Geneva Foundation; San Antonio (TX); On-site; USD 72,000 - 98,000; Full time

Benefits offered by this job

Medical, dental, and vision healthcare

Health Savings account

401k with employer match

11 paid holidays per year

Paid time off

Job summary

The Geneva Foundation is seeking a Program Coordinator II to coordinate activities for a portfolio of programs within military health research. The role involves scheduling, communication, data management, and process improvement, with on-site work at UTSA's Military Health Institute in San Antonio, TX.

Ideal candidates will have a Bachelor’s degree in a related field and 3–5 years of experience in project coordination, with strong communication skills and experience supporting federally funded

Qualifications

• Bachelor’s degree in business, healthcare/sciences, project management, research administration, or related field or equivalent experience
• Minimum 3-5 years of progressively responsible experience in project/program coordination or related fields
• Experience coordinating multiple stakeholders and timelines across complex programs
• Experience developing and maintaining project management tools (schedules, dashboards, risk logs)
• Strong written and oral communication with senior leaders and external partners
• PMP, CAPM, or similar certification preferred

Responsibilities

• Support execution and maintenance of program plans and governance frameworks
• Coordinate governance meetings, workshops, and sponsor reporting
• Develop agendas, manage logistics, and document decisions with timely follow-up
• Maintain integrated program schedules, risk logs, and KPIs
• Support research proposal lifecycle and documentation for RPAs and subawards
• Prepare executive and sponsor-facing materials (dashboards, briefings, updates)

Skills

Stakeholder coordination

Communication skills

Project coordination

Problem solving

Independent judgment

Education

Bachelor's degree in business/healthcare/science or related field

Job description

Program Coordinator II

The Program Coordinator II is responsible for coordinating activities associated with a specific program or group of programs in a specialty/functional area including scheduling, coordination of communication, data management, document preparation, and process improvement. The Program Coordinator II will also provide proposal support with technical input and development of relevant program experience/past performance. This is a full-time opportunity that will be required to work on site at the University of Texas San Antonio, Military Health Institute in San Antonio, TX. Background checks will be administered.

Salary Range $80,000 - $90,000. Salaries are determined based on several factors including external market data, internal equity, and the candidate’s related knowledge, skills, and abilities for the position.

Qualifications

• Bachelor’s degree in business, healthcare/sciences, project management, research administration, or a related field, or equivalent combination of education and experience
• Minimum 3-5 years of progressively responsible experience in project/program coordination, project management, research administration, healthcare, federal programs, or related fields
• Demonstrated experience coordinating multiple stakeholders, meetings, schedules, deliverables, action items, and competing priorities across complex programs
• Experience developing and maintaining project management tools such as integrated schedules, action trackers, dashboards, risk/issue logs, decision logs, and performance measures
• Strong written and oral communication skills with demonstrated ability to interact professionally with senior leaders, investigators, program staff, and external partners
• Ability to exercise independent judgment, anticipate follow-up requirements, identify potential delays or risks, and elevate issues appropriately in a fast-pace environment
• Experience supporting federally funded research, DoD programs, academic research, consortiums, centers, or other multi-institutional initiatives preferred
• Knowledge of military health, human performance, trauma research, federal R&D, DARPA, Other Transaction Authorities (OTAs), Research Project Agreements (RPAs), or sponsored research preferred
• PMP, CAPM, or other project management training/certification preferred

Responsibilities

Program Coordination and Portfolio Management

• Support execution and maintenance of program plans, governance frameworks, POA&Ms, communications cadence, research planning processes, risk-management processes, and sponsor reporting requirements.
• Coordinate program operations and activities, including governance meetings, working groups, committee meetings, research planning sessions, stakeholder engagements, workshops, symposia, and special initiatives.
• Develop agendas; coordinate scheduling, logistics, materials, and communications; document decisions and action items; and ensure timely follow-up and closure of outstanding actions.
• Maintain integrated program schedules, calendars, milestone trackers, action and decision logs, risk/issue trackers, stakeholder lists, shared repositories, governance materials, and other program management documentation.
• Support development and maintenance of implementation plans and monitor progress against established milestones, deliverables, dependencies, and reporting requirements.
• Track Key Performance Indicators (KPIs), Technical Performance Measures (TPMs), schedules, deliverables, risks, dependencies, and action items; identify potential delays, overdue actions, or issues requiring corrective action or escalation.
• Support coordination of the research proposal lifecycle, including proposal intake and tracking, timelines, review activities, conflict-of-interest documentation, selection materials, and communications with participating organizations.
• Maintain documentation and trackers for Research Project Agreements (RPAs), project milestones and deliverables, modifications, subawards, project funding, reporting requirements, and other research portfolio activities.
• Assist with preparation of executive and sponsor-facing materials, including dashboards, status reports, leadership briefings, research portfolio updates, annual performance reviews, presentations, and other program communications.

Stakeholder and Partner Coordination

• Coordinate routine communications and collaborative activities among program leadership, Geneva, investigators, members, academic institutions, military organizations, federal agencies, industry partners, operational end users, and other stakeholders.
• Maintain current membership, stakeholder, partner, and capability information and support development and maintenance of partner and capability inventories.
• Support outreach, onboarding, and engagement of new partners, members, investigators, and collaborators.
• Track partnership activity, research collaborations, strategic opportunities, funding pursuits, and other measures of program growth, participation, and impact.
• Support development and dissemination of communications, presentations, research updates, meeting materials, and other materials that promote program engagement and visibility.
• Coordinate with Geneva functional personnel supporting award management, finance, contracting, procurement, regulatory compliance, communications, business development, subawards, and other operational requirements.

Program Execution and Continuous Improvement

• Organize and prioritize a moderate to high volume of complex work, proactively managing deadlines, dependencies, and follow-up requirements.
• Support implementation and consistent use of standardized program management processes, templates, documentation practices, and reporting tools.
• Identify opportunities to improve coordination, communication, workflow, documentation, and program efficiency and recommend practical solutions.
• Provide problem-solving and coordination support when activities are delayed, dependencies remain unresolved, or stakeholder actions require additional follow-up or escalation.
• Maintain awareness of applicable mission, governance, funding, sponsor, contractual, and compliance requirements and ensure activities are appropriately coordinated with program leadership and relevant Geneva functional teams.

About Geneva

As a leader in military medical research, at Geneva, our professionals develop critical solutions – and build rewarding careers. Our team of more than 400 employees across the world joins forces with some of the world’s leading researchers and innovators, who are committed to the advancement of military medicine worldwide. Transforming Military Medicine to Save Lives Worldwide Geneva is a 501(c)3 nonprofit that advances military medicine through research, development, and education as we pursue our purpose to ensure optimal health for service members and the communities they serve.

The Geneva Foundation is an equal opportunity employer.

Benefits

• Medical, dental, and vision healthcare
• Flexible Spending Account
• Health Savings account, with employer contribution
• Coverage is provided for employees and family members including domestic partners
• Short-and long-term disability
• Employee Assistance Program
• Life & ADD insurance
• 403b retirement plan with generous employer match
• Flexible leave options
• 11 paid holidays per year
• up to 4 weeks of paid time off in a rolling year
• Employees may qualify for PSLF as Geneva is a 501(c)(3) nonprofit organization
• Full time positions come with all benefits. Part time and intermittent positions may vary.