Sr. Project Coordinator

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The SCCC department is seeking a Sr. Project Coordinator that will report to the Director of Strategic Operations within the Research Administration Programmatic Activities team. In this role they will assist with organizing the programmatic project activities for our three currently existing Research Programs (and a fourth to come) to ensure projects are on schedule. This role provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. In addition, this job also prepares comprehensive action plans that detail available resources, timeframes and budgets for projects.

Department Specific Functions

Assist in leading the planning, execution, and management of over 200 programmatic research meetings per year involving internal faculty and trainee members, Sylvester Program Leaders and external guest speakers. In addition, assist in the planning and management of discretionary funds and budgets for each of the programs. Specific duties include, but not limited to:

Programmatic Membership / Administrative Meetings include but are not limited to the following tasks:

• Schedule and update individual programmatic research program meeting calendar reoccurrences (E.g. schedule and notify each participant of the upcoming meetings, agenda, and location) that involve program membership and trainees including but not limited to symposiums, colloquiums, trainee seminars, and journal clubs.
• Prepare meeting agendas.
• Preparation and submission of catering orders, including Event Form approvals and workday expense reimbursements.
• Coordinate any AV requirements necessary.
• Arrange meeting space with UM facilities.
• Responsible for attending meetings and creating sign-in sheets and minutes as needed.
• Maintain listservs for each of the programmatic meetings.
• Collect and organize data/power point slides that will need to be presented at meetings.
• Coordinate external guest speaker seminars including all travel logistics (e.g. Flight, Accommodations, and Transportation), seminar announcements, agenda, and honorariums/expense reimbursements.
• Assist with the planning and logistics of larger scale research program external advisory boards, symposiums, conferences some of which may involve working with Universities CME office for approvals and planning.
• Maintain electronic storage of information on meetings, including meeting announcements, attendance roster, agendas, hand-outs, and minutes.
• Assist with creating meeting metrics and outcome reports in order to successfully track and manage the efforts and goals of the research programmatic activities.

Additional Programmatic Activity Efforts

• Assist with the coordination and execution of the Research Program internal Pilot Awards, Competitions, and ad hoc funding requests. This includes creating, distributing, and collecting applications, setting up grant review committees and distributing award and rejection letters.
• Reconcile and keep track of all University credit card charges related to the programmatic activities team (Travel Card and Purchasing Card).
• Submit and keep track of all expense reimbursements.
• Manage current fiscal year budget and assist with preparation of future program budgets. • Evaluates current procedures and recommends changes to improve the efficiency of planning and scheduling of projects.

CORE JOB FUNCTIONS

1. Assists with the assignment of tasks to internal teams to include schedule management.

2. Assists with budget preparation and tracks all project related expenditures.

3. Monitors project progress and addresses any issues that arise. Assists with the identification of completion shortfalls.

4. Acts as the point of contact and communicates the project status to relevant stakeholders. Communicates timeline changes and new information to project team.

5. Creates and maintains comprehensive project documentation, plans and reports. Ensures all needed documentation is current and properly filed and stored.

6. Adheres to University and unit-level policy and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-incl