Program Coordinator

Program Coordinator 1519122

• Hourly pay: $40-$45/hr
• Worksite: Leading university (Palo Alto, CA 94304 - Hybrid)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 12 hours/week, 12 Month Assignment (With possibility of extension)

A leading university seeks a Program Coordinator to provide administrative coordination for an NIH T32 institutional training program in aging research, including program operations, governance meetings, trainee tracking, and NIH progress reporting.

Program Coordinator Responsibilities:

• Maintain the annual program calendar, including recruitment timelines, committee and advisory board meetings, trainee check-ins, seminars, internal deadlines, and NIH reporting milestones, along with centralized files, templates, rosters, forms, an operations manual, dashboards, and contact lists. Serve as the routine point of contact for program questions, draft routine communications, coordinate communication among leadership, trainees, mentors, committees, and community partners, and act as liaison with department administration and the postdoctoral affairs office on appointment, HR, financial, and policy matters.
• Maintain a rolling NIH progress report file covering current trainee and alumni updates, program activities, evaluation data, advisory board input, publications, presentations, awards, grant submissions, and career outcomes. Coordinate and track data requests, compile evaluation data, and prepare draft tables, summaries, periodic program reports, and documentation of program changes made in response to feedback.
• Maintain the trainee recruitment timeline and application workflow, organizing application materials, review packets, interview schedules, selection materials, status trackers, and mentor match information. Maintain a trainee dashboard of training tracks, mentor and committee assignments, milestones, participation, and evaluation and completion status, collect regular progress updates, and flag missing documentation, overdue updates, or milestone concerns to leadership.
• Coordinate and document executive leadership, internal and external advisory board, programming, mentoring, and evaluation committee meetings, preparing agendas, meeting packets, trainee progress materials, mentor-mentee match summaries, minutes, action items, recommendation trackers, and confidential feedback logistics. Track mentor and trainee assignments, check-ins, and mentor training completion, and collect trainee feedback for the mentoring committee.
• Coordinate schedules and logistics for seminars, trainee presentations, invited speakers, workshops, and annual program activities, preparing event materials, speaker itineraries, attendance lists, reminders, and follow-up communications, and tracking attendance in required program activities.

Program Coordinator Qualifications:

• 2-3 years of relevant experience.
• Experience with NIH training grants, including an understanding of NIH oversight and progress reporting requirements.

Shift:

• Hybrid and Part-time, 12 hours/week; schedule open for discussion.

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