Program Coordinator, Clinical Translational, Research Institute

Boston University•Boston, MA

21h

About The Position

The Program Coordinator will support the BU CTSI and its primary responsibilities in Communications & Events Management, Grants & Strategic Initiatives Management, Finance & Procurement Support, and Administrative Support. This role involves collaborating with various teams to manage events, communications, grant processes, financial transactions, and general administrative tasks to support the institute's strategic priorities.

Requirements

Associate's Degree
1–3 years of professional administrative or program coordination experience.
Excellent written and verbal communication skills
Strong organizational and multi-tasking abilities.
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
Comprehensive knowledge of office administrative procedures.
Ability to work effectively in a fast-paced, complex organizational environment.
Ability to collaborate across multiple teams and programs.
Professional demeanor and service-oriented approach to working with senior managers and internal and external constituencies.

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.
Collaborate with the Director of Finance and Operations and team members to 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 (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.