Program Coordinator

Program Coordinator

The Program Coordinator will manage administrative coordination, trainee tracking, meeting logistics, program evaluation, and reporting support for an NIH-funded aging research training program.

We're Looking For Someone Who:

• Has strong organizational skills and attention to detail
• Communicates clearly and professionally with trainees, mentors, faculty, committees, and institutional partners
• Can coordinate multiple calendars, meetings, deadlines, and program activities
• Has experience maintaining databases, dashboards, reports, and organized program records
• Can collect, organize, and summarize data for progress reports and program evaluations
• Is proficient in preparing meeting agendas, minutes, presentations, and supporting documentation
• Can track milestones, identify missing information, and follow up on outstanding requests
• Can handle confidential program information with discretion
• Is comfortable coordinating seminars, workshops, advisory board meetings, and other academic events
• Can work independently while collaborating with program leadership and cross-functional teams
• Has experience with academic program administration, research training programs, or grant-supported initiatives (preferred)
• Has experience supporting NIH-funded programs, institutional training grants, or progress report preparation (preferred)
• Has experience with trainee and alumni tracking, program evaluation, or outcomes reporting (preferred)

What You'll Do:

• Maintain the annual program calendar, including recruitment timelines, committee meetings, trainee check-ins, seminars, advisory board meetings, and reporting deadlines
• Maintain centralized program files, templates, rosters, forms, reporting folders, and administrative workflows
• Prepare meeting agendas, packets, attendance records, minutes, action item logs, and follow-up summaries
• Serve as a routine point of contact for program questions and coordinate communications among leadership, trainees, mentors, committees, and community partners
• Maintain documentation for NIH progress reports and renewal planning, including trainee and alumni outcomes, publications, presentations, awards, grant submissions, and career milestones
• Coordinate data requests and track submissions to ensure reporting materials are complete and ready for leadership review
• Prepare draft tables, summaries, and supporting documents highlighting trainee productivity, program accomplishments, training activities, and program improvements
• Coordinate trainee recruitment workflows, including application materials, review packets, interview schedules, applicant tracking, and selection meeting materials
• Maintain a trainee dashboard tracking training tracks, mentor and committee assignments, program milestones, seminar participation, evaluations, and completion status
• Collect regular trainee progress updates and track publications, abstracts, presentations, awards, funding outcomes, and career development activities
• Flag missing documentation, overdue updates, and upcoming milestones to program leadership
• Coordinate leadership, advisory board, programming, mentoring, evaluation committee, and trainee advisory meetings
• Support internal and external advisory board reviews by preparing trainee progress summaries, program updates, recommendations, and follow-up documentation
• Track mentor-trainee assignments, quarterly check-ins, mentoring participation, and mentor training completion when applicable
• Collect trainee feedback and compile evaluation data from trainees, mentors, committees, and advisory boards
• Prepare periodic program outcome reports covering trainee retention, completion, publications, awards, career placement, and other achievements
• Coordinate seminar series, trainee presentations, invited speakers, workshops, symposiums, and annual program activities
• Prepare event materials, speaker itineraries, attendance lists, reminders, and follow-up communications
• Maintain contact lists, operations manuals, reporting templates, dashboards, and historical records to support consistent program operations
• Assist with administrative coordination and liaison activities involving other institutional teams as needed

Why You'll Love Working Here:

• Weekly pay
• Paid sick leave
• Health, vision, dental, pet insurance, and more