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

Position Summary

The Program Coordinator serves as primary project and administrative liaison to SMART USA Institute (“Institute”) research programs ensuring cohesive and efficient operations across multiple assigned programs. This role plans, coordinates and oversees delivery of administrative support to the Program Manager/Director, Industry Liaisons, and academic Principal Investigators (PIs) to meet key program deliverables, schedules, and deadlines. They ensure coordination of solicitation processes, successful planning and facilitation of annual reviews, and contract compliance. The Program Coordinator develops and maintains recordkeeping systems and procedures. They interact regularly with a variety of external stakeholders from industry, government, and universities requiring professional demeanor and engagement.

This role will handle both routine and non-routine matters in support of assigned research programs and other administrative task for the Institute.

Essential Duties and Responsibilities

Contract Compliance

  • Ensures contract compliance by tracking academia past due deliverables and performance issues.
  • Ensures invoicing is current and accurate.
  • Monitors scholar assignments for each task under review.
  • Communicates notifications to PIs regarding status of program tasks

 

Annual Reviews

  • Schedules and plans presentations and poster session reviews. Communicate requirements to PIs and scholars. Collect presentations/posters in paper and recorded format.
  • Assists Program Manager/Director in facilitation of virtual reviews and troubleshooting technical issues.
  • Communicates logistical details to members. Produces and provides required documents prior to review. Collects and processes scoring forms post review.
  • Prepares all annual review recordings for posting to website.
  • Prepares feedback letters for PIs based on industry comments.
  • Distributes, collects, and processes Key Performance Indicator Scorecards (KPI) to track tech transfer and aggregated results.
  • Prepares and administers tutorials, training, demos for academia participants on using virtual application platforms to enhance their engagement experience.

 

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.
  • Prepares 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

  • Plans, schedules, and facilitates monthly meetings. Edits and distributes materials and records meeting notes/action items.
  • Provides administrative support to Institute team (departments, managers) throughout the organization during slower periods and as needed.
  • Other duties as assigned by management.

Knowledge, Skills, and Abilities

  • Excellent organizational skills with high attention to details
  • Excellent time management skills including meeting deadlines
  • Self-starter, able to work autonomously to complete tasks
  • Excellent communication skills, both oral and written; keen listening skills
  • Trustworthy, personable, and energetic, with a consistently positive outlook
  • Sound knowledge of business meeting protocols
  • Able to learn and adapt to new technology and software platforms
  • High degree of professionalism with effective interpersonal/customer relations skills

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