Program Coordinator, Clinical Translational, Research Institute

Boston University•Boston, MA

11d•$22 - $27

About The Position

The Program Coordinator will support the BU CTSI (Clinical Translational Science Institute) with a variety of primary responsibilities including Communications & Events Management, Grants & Strategic Initiatives Management, Finance & Procurement Support, and Administrative Support. This role involves coordinating events, managing communications, assisting with grant administration, processing financial transactions, and providing general administrative assistance to ensure the smooth operation of the institute's programs and initiatives.

Requirements

Support the BU CTSI
Communications & Events Management
Collaborative meetings
Support Executive Director and senior leadership
Coordinate all aspects of the BU CTSI Annual Symposium
Attend planning meetings
Manage event registration processes and communications
Update and maintain event website pages
Coordinates social media needs
Develop and disseminate post-event summaries, impact reports, and follow-up communications
Maintain quarterly newsletter and impact reports
Identify and evaluate tools and solutions to enhance communication review and finalization processes
Ensure brand consistency, accuracy, and compliance across all communication channels
Maintain listservs and develop standard operating procedures for communications management
Update and maintain the BU CTSI website and social media platforms
Monitor and analyze social media metrics including reach, engagement rates, follower growth, and click-through rates
Provide monthly reporting to leadership
Grants & Strategic Initiatives Management
Manage the coordination of Requests for Applications (RFAs) for BU CTSI programs and initiatives
Communicate with applicants to CTSI Programs regarding submission processes and answer procedural questions
Coordinate Quality Assurance/Quality Control processes, including collection and organization of regulatory documents
Provide support for grant management functions including pre- and post-award grant administration activities
Collect and compile grant-related documents such as biosketches and other support documentation
Coordinate collection of materials with Module Leaders and the Program Managers Collaborative
Assist with the preparation of annual progress and financial reports
Finance & Procurement Support
Process invoices and assist in establishing vendor agreements
Maintain monthly Grants and Contracts Research Unit (GCRU) program income journal uploads and assist with the coordination of the unit's monthly billing procedures
Resolve procurement issues and coordinate with BU Procurement and vendors as needed
Process travel reimbursements, internal service requests (ISRs), and honorarium payments
Provide administrative support for the BU CTSI Translational Science (TS) Pilot Program and other BU CTSI funding mechanisms
Administrative Support
Arrange travel, collect meeting materials, and prepare documentation for attendance at critical meetings and conferences
Provide assistance with technical support and data entry for WebCAMP (BU CTSI's system of record) and other systems
Develop applications, surveys, and program management tools as assigned
Schedule meetings, document meeting notes, coordinate agendas, reserve meeting spaces, and schedule virtual meetings across all modules
Provide cross-module administrative support as needed for specific initiatives
Complete additional projects and duties as assigned by the Director of Finance and Operations in support of BU CTSI strategic priorities
Works on special projects and other duties as needed

Responsibilities

Participate in Program Managers Collaborative meetings to develop communication strategies and assess dissemination needs.
Support Executive Director and senior leadership with critical meetings and events, including the annual Internal and External Advisory Board meetings.
Coordinate all aspects of the BU CTSI Annual Symposium, including event logistics, registration, website updates, social media, and post-event communications.
Maintain quarterly newsletter and impact reports in coordination with BU CTSI Leadership Team and the Program Managers Collaborative.
Identify and evaluate tools and solutions to enhance communication review and finalization processes.
Ensure brand consistency, accuracy, and compliance across all communication channels.
Maintain listservs and develop standard operating procedures for communications management.
Update and maintain the BU CTSI website and social media platforms; monitor and analyze social media metrics.
Provide monthly reporting to leadership on social media metrics.
Manage the coordination of Requests for Applications (RFAs) for BU CTSI programs and initiatives.
Communicate with applicants to CTSI Programs regarding submission processes and answer procedural questions.
Coordinate Quality Assurance/Quality Control processes, including collection and organization of regulatory documents.
Provide support for grant management functions including pre- and post-award grant administration activities.
Collect and compile grant-related documents such as biosketches and other support documentation.
Coordinate collection of materials with Module Leaders and the Program Managers Collaborative.
Assist with the preparation of annual progress and financial reports.
Process invoices and assist in establishing vendor agreements.
Maintain monthly Grants and Contracts Research Unit (GCRU) program income journal uploads and assist with the coordination of the unit's monthly billing procedures.
Resolve procurement issues and coordinate with BU Procurement and vendors as needed.
Process travel reimbursements, internal service requests (ISRs), and honorarium payments.
Provide administrative support for the BU CTSI Translational Science (TS) Pilot Program and other BU CTSI funding mechanisms.
Arrange travel, collect meeting materials, and prepare documentation for attendance at critical meetings and conferences.
Provide assistance with technical support and data entry for WebCAMP and other systems; develop applications, surveys, and program management tools as assigned.
Schedule meetings, document meeting notes, coordinate agendas, reserve meeting spaces, and schedule virtual meetings across all modules.
Provide cross-module administrative support as needed for specific initiatives.
Complete additional projects and duties as assigned by the Director of Finance and Operations in support of BU CTSI strategic priorities.
Works on special projects and other duties as needed.