Program Coordinator

Program Coordinator

Job Description

Program Coordinator

The client seeks a Program Coordinator to support the education and research team’s event, meetings and program activity portfolio. Working closely with the Managing Director of Research and Campus Engagement, the coordinator will manage day-to-day program operations across a dynamic, fast-paced portfolio of events, meetings, and programs that support scholars, fellows, and students coordinating logistics, communications, and administrative support.

Core Duties:
Program & Event:
Coordinate logistics for weekly seminars, workshops and special events including scheduling, space reservations, onboarding, catering, calendar invitations, virtual meeting setup, and on-site logistics.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking.
Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Assist with other unit and/or coordinator’s workshops, seminars, and program-specific events during peak programming periods.

PhD Student and Postdoc Engagement:
Monitor attendance and participation, manage mailing lists, track program status changes, and serve as a primary point of contact for scholar communications and follow-up.
Provide administrative and logistical support for postdoctoral appointments on an as-needed basis, including coordination with relevant departments and personnel.

Finance & Purchasing:
Manage purchasing cards, purchase orders, travel reimbursements, and track these across multiple programs/events
Track program funding and participation by fiscal year and liaise with the finance team and/or other program coordinators to resolve funding, billing, and compliance matters.

Operations:
Oversee office supplies, shared space, and day-to-day operational needs.
Manage calendars and travel for leadership, and support internal data management and tracking projects.

Minimum Requirements:

Education & Experience:
High school diploma or equivalent and six years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:
Advanced computer skills and demonstrated experience with office software and email applications.
Proven success in following through and completing projects.
Excellent organizational skills and attention to detail.
Excellent verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, and assign work to others.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions.

Top 3 requirements to hire:
Ability to be manage competing priorities and stay organized, interpersonal skills to be able to interact with a range of audiences (students, peers, external partners, and executive leadership), and experience or desire to work in a highly visible, often fast-paced, unit on campus.

Physical Requirements:
Constantly perform desk-based computer tasks.
Frequently sitting.
Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pul objects that weigh up to 10 pounds
Rarely twist/bend/stoop/squat, kneel/crawl.

Work Standards:
Interpersonal Skills: Demonstrates the ability to work well with client colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

Notes:
Hybrid position (40 hours/week) has an on-site anchor day on Tuesdays and at least three days a week on site.
Shift timing/schedule: 8am-5pm

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.