Program Coordinator

• Provide senior administrative support to the Department Chair, managing a complex calendar of meetings, appointments, travel, and departmental activities.
• Coordinate departmental and leadership meetings, including scheduling, agendas, meeting materials, and follow-up communications.
• Arrange domestic and international travel for the Chair and designated faculty, including airfare, lodging, transportation, registrations, itineraries, and required documentation.
• Process and monitor travel and business expense reimbursements, ensuring compliance with institutional policies and sponsor requirements.
• Serve as a primary administrative liaison among faculty, staff, institutional offices, funding agencies, and external collaborators.
• Support departmental operations by coordinating administrative activities and providing backup support to ensure continuity of services.

Grant and Research Administration

• Coordinate administrative components of grant proposal submissions, including collection and preparation of required documentation through Cayuse and other institutional systems.
• Maintain faculty biosketches, Other Support documents, and grant-related records to support timely and compliant proposal submissions.
• Coordinate logistics and communications for the annual U19 Cooperative Agreement meeting and other research-related activities.
• Assist with the review and processing of subcontract invoices by verifying documentation, tracking approvals, and coordinating with Principal Investigators and research administration offices.

Financial and Procurement Support

• Coordinate procurement activities for laboratory and departmental purchases through EPRO and monitor purchasing transactions through completion.
• Prepare and process reimbursements while ensuring adherence to institutional and sponsor guidelines.
• Liaise with Procurement and Accounts Payable to resolve payment issues and facilitate timely invoice processing.
• Review monthly animal research and core facility charges, identify discrepancies, and coordinate corrections with faculty, research staff, and service providers.
• Monitor open purchase orders, outstanding invoices, and departmental financial transactions for follow-up and resolution.

Program and Event Coordination

• Coordinate departmental seminars, Work-in-Progress (WIP) meetings, guest speaker visits, and related activities.
• Plan and administer logistics for the annual departmental retreat, including venue arrangements, registration management, travel coordination, communications, and event support.
• Support faculty meetings, networking events, conferences, and departmental programs through scheduling, planning, and logistical coordination.
• Develop and maintain event timelines, participant communications, and supporting materials to ensure successful execution of departmental events.

Faculty Affairs and Human Resources Support

• Coordinate faculty appointments, reappointments, promotions, and secondary appointment processes in partnership with the Office of Academic Appointments.
• Prepare, track, and maintain faculty affairs documentation to ensure timely completion of institutional requirements and deadlines.
• Support onboarding, personnel transactions, visa-related documentation, volunteer appointments, and other HR processes for faculty and research personnel.
• Maintain accurate and confidential faculty and staff records in accordance with institutional policies.
• Serve as a resource to faculty and staff regarding administrative procedures and departmental processes.

General Responsibilities

• Exercise discretion in handling confidential personnel, financial, research, and organizational information.
• Develop and maintain organized electronic filing systems and departmental records to support operational efficiency and compliance.
• Coordinate multiple priorities and deadlines while ensuring accuracy and timely completion of assignments.
• Recommend process improvements that enhance administrative effectiveness and customer service.
• Perform other related duties as assigned in support of departmental goals and objectives.