Sr Program Coordinator

The Senior Program Manager will be responsible for:

Administrative Support

• Calendar Management: Oversee the Director’s complex schedule, prioritizing meeting requests and coordinating logistics.
• Travel Coordination: Manage detailed domestic and international travel arrangements, including itineraries and reimbursements.
• Correspondence Management: Triage emails, draft and proofread communications, and handle confidential materials with discretion.
• Office Operations: Ensure smooth daily operations, including answering calls and welcoming visitors.

Strategic Support

• Collaborate with the Director to monitor priorities, drive initiatives, and ensure follow-through on key objectives.
• Prepare summaries, briefings, and background materials for meetings, proactively addressing needs as they arise.
• Assist in developing and refining workflows and time management strategies to maximize efficiency.
• Create and propose meeting agendas for retreats, council meetings, lab meetings, committee meetings, faculty meetings, and other key gatherings.

Event Coordination

• Plan and execute program events, such as workshops, seminars, and faculty retreats.
• Coordinate all event logistics, including venue selection, catering, invitations, and on-site supervision.
• Manage travel and accommodations for event participants.
• Draft and distribute communications, prepare meeting agendas, and ensure follow-up.

Faculty Recruitment and Support

• Coordinate faculty recruitment efforts, including scheduling interviews and organizing candidate visits.
• Assist with faculty appointment processes, preparing and editing related documentation.

Communication and Liaison

• Serve as a key point of contact for internal and external stakeholders, ensuring timely and professional communication.
• Attend meetings as needed, taking minutes, tracking next steps, and ensuring action items are addressed.
• Create and distribute weekly updates summarizing key information, upcoming deadlines, and priorities.

To qualify you must have:

1. Associate’s Degree required and Bachelor’s Degree preferred in business or closely related field.
2. 5 years related experience or 3 years related experience and Bachelor’s degree.
3. Familiarity with academic or healthcare environments preferred
4. Experience with event planning and project management preferred.
5. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Docs and Sheets, and related tools preferred