PROGRAM COORDINATOR II
Reference: T238112
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.
Coordinates administrative, operational, community, logistical, regulatory,
and personnel support for multiple research, community engagement, and
academic programs. Carries out established program objectives and directives
while ensuring compliance with institutional, sponsor, and regulatory
requirements. Determines the best approach to accomplish assignments
independently and exercises judgment in prioritizing competing program needs.
Participate in program planning, implementation, continuous process
improvement, and strategic initiatives. Coordinates activities among
investigators, staff, students, community partners, research participants, and
external collaborators. May coordinate support staff, student employees,
temporary personnel, community research assistants (CRAs), and volunteers.
Serves as a communication liaison across teams and coordinates meetings,
trainings, and special events. Assists with grant administration, budget
monitoring, purchasing, contracts, and fiscal activities. Coordinates
regulatory documentation, research operations, participant engagement, data
management, reporting, and quality assurance for multiple concurrent projects.
Duties and Responsibilities :
Program Administration Operational Coordination : Coordinate day-to-
day administrative and operational activities for multiple research,
community engagement, and academic programs. Support Program Director(s)
and Principal Investigator(s) with scheduling, calendar management,
meeting coordination, travel, and project logistics. Monitor project
timelines, deliverables, and milestones to ensure successful completion of
program objectives. Develop and implement administrative workflows and
standard operating procedures to improve efficiency. Coordinate
communications among faculty, staff, students, community partners,
vendors, sponsors, and external collaborators. Maintain program
documentation, electronic filing systems, ShareFile repositories, and
project records. Plan events and manage all related UAB documentation
necessary.
Research Program Coordination : Coordinate activities across multiple
research studies. Support study startup, implementation, and closeout
activities. Monitor study progress, enrollment, recruitment metrics, and
project milestones. Coordinate participant recruitment, scheduling,
communications, and study visit logistics. Manage participant
reimbursement and study payment activities, including Greenphire and
ClinCard administration. Coordinate inventory, deployment, maintenance,
quality control, and tracking of research equipment and study materials.
Monitor equipment usage, replacements, repairs, and manufacturer warranty
issues. Coordinate community-based research activities, off-site study
operations, study recruitment events, outreach activities, educational
programs, and community meetings. Serve as liaison between study
participants, community organizations, investigators, and research staff.
Support Community Advisory Boards (CABs) and community engagement
initiatives.
Communications Reporting : Prepare newsletters, correspondence,
announcements, reports, and program communications. Develop training
materials, instructional guides, and educational resources. Coordinate
communication with collaborating institutions, community partners, and
external organizations. Track publications, presentations, grant
activities, scholar outcomes, and other deliverables.
Meeting Event Coordination : Coordinate internal and external
meetings, workshops, training sessions, conferences, and community events.
Schedule meetings using Outlook, Zoom, Doodle Polls, and other scheduling
platforms. Prepare meeting agendas, presentation materials, reports, and
slide decks. Facilitate virtual and in-person meetings, including Zoom
management and technology support. Record meeting minutes, distribute
action items, and monitor follow-up activities. Coordinate event
logistics, registration, catering, vendors, facility reservations,
parking, and audiovisual needs.
Fiscal Administrative Support : Assist with purchasing, procurement,
vendor coordination, invoices, internal billing, and financial
reconciliation. Coordinate purchases, supply orders, service contracts,
and inventory management. Prepare quotes, budget documentation, and
financial reports.
Staff Coordination Training : Coordinate onboarding, scheduling, and
training activities for research staff, community research assistants,
temporary employees, students, and volunteers. Coordinate protocol
training, REDCap training, and study-specific education. Assist with
temporary staffing requests, position postings, and personnel
documentation.
Regulatory Compliance Coordination : Maintain consent forms,
information sheets, Manuals of Procedures (MOPs), Standard Operating
Procedures (SOPs), and study documentation. Maintain regulatory binders
and study files.Other Responsibilities
Perform additional duties as assigned to support research, educational,
and community engagement activities.
Perform other duties as assigned
Salary Range: $18.35 - $29.80
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.
Preferred :
Experience coordinating research, academic, healthcare, or community-based
programs.
Experience with project management and coordinating multiple concurrent
priorities.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint,
Outlook) and Microsoft Teams/Zoom.
Experience with REDCap, Qualtrics, ShareFile, SharePoint, or similar
platforms preferred.
Experience scheduling meetings and events, preparing agendas and meeting
minutes, and tracking action items.
Experience with purchasing, budget tracking, travel/event coordination,
and vendor management.
Experience maintaining databases, tracking project metrics, and preparing
reports.
Strong organizational skills with demonstrated attention to detail and
ability to maintain accurate records.
Exceptional organizational and time-management skills.
Strong written and verbal communication skills.
Ability to prioritize multiple projects and meet deadlines in a fast-paced
environment.
Strong problem-solving and critical-thinking abilities.
Ability to work independently with minimal supervision while collaborating
effectively with multidisciplinary teams.
Professionalism and discretion when handling confidential information.
Customer-service orientation with the ability to interact professionally
with faculty, staff, students, community partners, vendors, and research
participants.
Adaptability, initiative, and a willingness to learn new systems and
processes.
Familiarity with IRB processes, research compliance, grant administration,
or clinical research
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.
