Program Coordinator II

Children's Hospital of Philadelphia•Philadelphia, PA

22h•Hybrid

About The Position

This role administers program(s) and provides advanced oversight and support to program staff in coordinating program services. The Program Coordinator II will provide advanced administrative support to the Director/Physician Lead of the Comprehensive Vascular Anomalies Program (CVAP). They will work closely with the CVAP Research Project and Program Director to support the multi-institutional NIH U54-funded research activities of the Advancing rare Disorders: Vascular malformation research network with CaNVAS (ARDVARC) consortium, including grant administration, communications, and operational coordination. This position also serves as the primary program coordinator for the Consortium of Investigators of Vascular Anomalies (CaNVAS), coordinating and managing all activities across the currently 25+ participating centers of CaNVAS, which involves managing multiple projects, timelines, and priorities, scheduling, task tracking, and meeting deadlines across institutions, sponsors, and industries on protocols and grants.

Requirements

High School Diploma / GED
At least three (3) years of administration, coordination or program experience
At least one (1) year of leadership, management, or supervisory experience
Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint)
Strong verbal and written communications and interpersonal skills
Exceptional organization, time management, and project management abilities
Ability to work independently, take initiative, and anticipate needs proactively.
Collaborative team player who can influence stakeholders across levels and disciplines.
Effective problem-solver with conflict resolution skills and a continuous improvement mindset.
Customer service oriented, calm under pressure, and adaptable to changing priorities.

Nice To Haves

Bachelor's Degree
At least five (5) years of administration, coordination or program experience
At least three (3) years of leadership, management, or supervisory experience
At least three (3) years of experience in a healthcare related environment
Experience with NIH consortia/U-series awards, multi-institutional research networks, clinical research processes, and project management tools.

Responsibilities

Manage complex calendars, travel, expense reporting, correspondence, agendas, meeting minutes, update of CV, professional and other licensures for executive administrative support.
Work with the clinical team on timing of follow-up calls.
Maintain program calendars, milestone trackers, SOPs and document version control for CANVAS and ARDVARC.
Schedule and facilitate cross-site meetings and investigator gatherings.
Attend all CaNVAS and ARDVARC meetings.
Help with organization of national and international meetings.
Assist with budget tracking, protocol management and editing, progress report materials, and coordination with the grants team, contracts office, and regulatory teams.
Be aware of milestones of each grant and research project.
Draft program communications, manage websites, and produce status reports/dashboards for leadership.
Supervise day-to-day operations and work product.
Oversee program operations, resources and projects including develop project plans and facilitate the resolution of issues.
Develop and enact policies and procedures and maintain related documentation and databases.
Collaborate across teams and serve as the primary liaison for the program.
Oversee and participate in team, project and program meetings.
Manage and maintain operating budget, supplies and resources.
Maintain program metrics and related tools and regularly reports results.
Monitor and support related finance, accounting and billing functions.
Coordinate information collection, compilation and dissemination as required.
Provide advanced administrative support as needed.
Perform other duties and projects as required.