Outreach & Operations Coordinator (Fixed Term Contract)

Puerto Rico Science Technology & Research Trust•San Juan, PR

just now•Onsite

About The Position

The Outreach and Operations Coordinator must be a resourceful, detail-oriented, and collaborative team member with strong organizational and communication skills. The primary role of this position is to provide direct operational support and outreach initiatives to the Program Manager, ensuring that CAPCell related engagement, outreach, and coordination activities carried out through PRSTRT are executed efficiently and in an organized, timely manner. The ideal candidate will play a liaison support role in the daily execution of PRSTRT's responsibilities within CAPCell, including logistics for meetings and events, maintenance of stakeholder databases and communications, and coordination of documentation needed to track the Center's partnership and engagement activities and is essential to the smooth functioning of PRSTRT's participation in the Center. This is not a research position; it is an operational role.

Requirements

Excellent written and verbal communication skills in English and Spanish.
Strong interpersonal skills and professionalism when interacting with partner institutions, industry representatives, and other stakeholders.
Ability to collaborate effectively with team members across multiple institutions in a dynamic, fast-paced environment.
Manages time effectively by prioritizing tasks and handling competing priorities; strong attention to detail and organizational skills.
Ability to apply new skills and tools quickly, with a willingness to learn and share knowledge with team members.
Strong working knowledge of Microsoft 365 applications and online collaboration tools, such as Google Workspace, SharePoint, OneDrive.
Ability to learn and use PRSTRT specific platforms, such as the Beacon portal and grant tracking tools as well as communications and outreach tools provided by DMC.
Strong work ethic, discretion in handling confidential information, and a professional, positive, and collaborative attitude.
Availability to work outside regular business hours occasionally to support special events or CAPCell related activities.
Bachelor’s degree in science or another related STEM field.
A minimum of 2 years of experience in program coordination, or project coordination, preferably within an academic, research, or nonprofit setting.

Nice To Haves

Experience coordinating meetings, events, or stakeholder engagement activities is highly desirable.
Experience with grant funded projects or familiarity with federal award compliance requirements is a plus.

Responsibilities

Provide direct support to the Program Manager which includes calendar management, scheduling, and coordination of meetings with partner institutions and external stakeholders.
Prepare, format, and distribute correspondence/communications, agendas, minutes, and follow-up action items for CAPCell-related meetings involving PRSTRT.
Track deliverables and deadlines relevant to PRSTRT's role in CAPCell and provide the Program Manager with timely reminders and status updates.
Promptly respond to routine inquiries and requests for information related to PRSTRT's involvement in the Center.
Assist in maintaining stakeholder databases, event calendars, and media updates through PRSTRT's Beacon portal, keeping records of startups, established firms, government agencies, and nonprofits engaged with CAPCell.
Support the preparation and distribution of announcements, and other communications materials related to CAPCell activities, e.g. K–12 STEM hands-on learning sessions.
Assist in drafting and organizing documentation for memorandum of understanding (MOUs) and other partnership agreements coordinated by the Program Manager.
Coordinate logistics for high visibility events organized through PRSTRT's platforms, including all-hands meetings, symposia, industry roundtables, and R&D Innovation Meetups.
Arrange venue, materials, invitations, and follow-up communications for meetings and events involving CAPCell partner institutions and external stakeholders.
Support onsite coordination during CAPCell events and maintain attendance and participation records.
Coordinate with the DMC’s Communications & Marketing Manager to synchronize initiatives and messaging requested for social media content/event outreach to be inserted in the DMC social media calendar.
Be creative and enthusiastic in bringing ideas for developing storytelling about our organization and our strategic pillars.
Follow PRST institutional branding and provide templates.
Support timely completion of administrative documentation required for NSF compliance related to PRSTRT's role in the award.
Assist in preparing materials and supporting documentation requested by PRSTRT's finance and grants management staff for budget tracking and expense reporting.
Maintain accurate and organized records to support internal and external audits or reviews of PRSTRT's CAPCell related activities.
Assist the Program Manager in tracking engagement metrics, including new partners, shared facility uses, funding leveraged, and commercialization outcomes, using the Trust's grant tracking tools.
Maintain organized digital and physical files of partnership agreements, correspondence, and supporting documentation related to PRSTRT's participation in CAPCell.
Support data compilation for data-driven progress updates and annual reports prepared by the Network and Partnership Manager.