Reports To: Manager, Program Operations
Location: Durham, NC (hybrid work)
Employment Status: Full-time

Position Summary

The Program Coordinator plays a critical role in ensuring the efficient operation of assigned research programs within the SMAR USA Institute. This position serves as the primary administrative and project liaison, supporting the Program Manager/Director, Industry Liaisons, and academic Principal Investigators (PIs) to meet key program deliverables and deadlines. The Program Coordinator manages internal processes such as contract compliance with external partners across academia, government, and industry.

The ideal candidate is organized, detail-oriented, and proactive, with excellent communication and time-management skills. This role involves a combination of routine and dynamic responsibilities, with opportunities to contribute to both administrative operations and strategic initiatives.

Essential Duties and Responsibilities

Contract Compliance

  • Monitor and track program deliverables and performance milestones to ensure contract compliance.
  • Communicate with PIs regarding outstanding deliverables and progress updates.
  • Ensure accuracy and timeliness of invoicing and financial reporting.
  • Track and update scholar assignments related to research tasks.

Annual Reviews

  • Coordinate the planning, scheduling, and logistics of annual program reviews, including presentation sessions and poster exhibits.
  • Collect and organize presentation materials in both digital and print formats.
  • Support virtual review facilitation, including technical troubleshooting during events.
  • Compile industry feedback and assist in drafting PI feedback letters.
  • Collect and process KPI scorecards to track technology transfer efforts and review outcomes.
  • Provide training and support to academic participants on virtual platforms.

Solicitations

  • Collaborates with management to prepare research documentation needs.
  • Utilizing OpenWater platform creates and manages solicitations.
  • Creates solicitation announcements. Collects and processes white papers and proposals.
  • Extracts and analyzes ratings report and member input to identify winning proposals. Notifies winners and non-winners.
  • Prepare initial funding proposals. Collaborates with proposal applicants on scope of work or funding modifications. Prepares final draft proposal in preparation for contract negotiations.

Additional Duties

  • Schedule, prepare materials for, and facilitate internal and external meetings; record and distribute meeting notes and follow-up actions.
  • Provide general administrative support across the Institute during slower periods or as assigned.
  • Maintain accurate program records and assist with internal reporting or documentation needs.

Knowledge, Skills, and Abilities

  • Exceptional organizational and time-management skills.
  • Proactive and self-directed work style with strong follow-through.
  • Clear and effective written and verbal communication.
  • Adaptability to new technology and digital tools.
  • High attention to detail and accuracy.
  • Ability to manage multiple priorities and deadlines.

Experience & Education Required

  • Associate’s degree or equivalent experience
  • 2-4 years’ experience in project administration and support, preferably in research, technology and/or academic environment
  • Experience working with diverse internal and external stakeholders
  • Knowledge of Microsoft Office Suite including Teams and Outlook

Preferred Experience & Education

  • Bachelor’s degree
  • Project management including facilitating and owning programs/projects from implementation to completion
  • Experience using virtual applications (Webex, Zoom, TEAMS) a plus

Physical Demands / Work Environment

  • Sedentary/stationary position. Must be able to remain in stationary position for prolonged periods (up to 85% of time) with occasional movement around office environment.
  • Requires frequent use of computer and extended viewing of computer screen (at least 85% of time) and repetitive use of a keyboard and some phone activity.
  • Position is hybrid work model with partial in-office requirements and partial work from home options.
  • May require infrequent travel by car or plane to training or conferences.
  • Communication skills: listening, verbal, written, presentations