PROGRAM COORDINATOR II
Reference: T237091
The Program Coordinator II provides operational, administrative, and
programmatic support for departmental initiatives, committees, facilities
operations, space management activities, and special projects. This position
serves as a central coordination resource for recurring operational processes
and works closely with faculty, staff, students, and university partners to
support efficient departmental operations.
Under minimal supervision, coordinates administrative, personnel and
logistical support for a defined department program (s), often of a large
and/or complex nature. Carries out established program objectives and
directives. Follows established guidelines or protocols. Determines the best
approach to accomplish assignments. May participate in program planning and in
setting program objectives. May supervise support staff. May act as a
communication liaison and special events planner. Interfaces with outside
resources such as volunteers, alumni, patients, other professionals in a
defined field or with continuing education students. May be responsible for
adherence to program budget and/or other fiscal duties. May assist with grant
and contract preparation and submission. May handle data management.
Duties and Responsibilities :
Coordinate instructional and meeting space reservations
Assist with reservation invoicing, revenue tracking, and financial
documentation
Monitor space utilization and scheduling activities
Serve as a point of contact for reservation requests and inquiries under
the guidance of departmental leadership
Maintain reservation procedures, documentation, and user communications
Generate utilization, reservation, and operational reports
Assist with room readiness and operational support activities, including
day-of-event support as needed
Coordinate room setup requirements and event space logistics
Coordinate committee meetings and logistics for the Department of Medical
Education and Heersink School of Medicine committees
Prepare agendas and supporting documentation
Draft meeting minutes for review and approval
Maintain some committee records, including: rosters, attendance records,
and website updates
Assist with tracking committee action items and follow-up activities
Supports committee and governance-related activities, including meeting
coordination, preparation of materials, and documentation of discussions
Assist with maintaining departmental records and operational documentation
Maintain departmental phone directories and contact information
Coordinate office supply ordering and inventory management for Department
of Medical Education facility maintenance and events
Process routine purchasing requests and procurement documentation
Assist with P-Card purchasing, reconciliation, and tracking activities
Track invoices and payment status for departmental purchases, services,
and contracts
Support departmental operational reporting and financial tracking
activities
Coordinate catering orders and vendor communications for departmental
meetings and events
Coordinate room setup, audiovisual requests, and event logistics
Manage registrations and attendee communications
Prepare event materials, signage, and supporting documentation
Support departmental meetings, retreats, workshops, and special events
Assist with event budget tracking and post-event reconciliation activities
Submit routine facilities requests and track work orders
Assist with operational reporting and data collection
Support process improvement initiatives and special projects
Coordinate and maintain departmental service contracts, including Royal
Cup and Foliage Down South
Track contract renewals, invoices, and associated payments
Assist with facilities, technology, and operational inventory tracking
Support maintenance coordination and departmental operational readiness
initiatives
Perform other duties as assigned
Salary Range: $18.35 - $25.00
Bachelor's degree in a related field and one (1) year of related experience
required. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR
EXPERIENCE.
UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated
to providing equal opportunities and equal access to all individuals
regardless of race, color, religion, ethnic or national origin, sex
(including pregnancy), genetic information, age, disability, and veteran's
status. As required by Title IX, UAB prohibits sex discrimination in any
education program or activity that it operates. Individuals may report
concerns or questions to UAB's Assistant Vice President and Senior Title IX
Coordinator. The Title IX notice of nondiscrimination is located at
uab.edu/titleix.
