Program Coordinator (FTE: 50%, Fixed-Term: 18 Months, Hybrid Opportunity)

The Division of Primary Care and Population Health in the Stanford Department of Medicine seeks to serve our community through caring, learning, and innovation for the whole person through all stages of life. While engaged in practice and teaching, our faculty are dedicated to establishing new knowledge as the basis for future practice and prevention, and to the greatest extent possible applying that knowledge to improve care for all and reduce health disparities.

The Division seeks a detail-oriented, half-time (50%) Program Coordinator to support two NIH-funded aging research programs. The first is TPAR (Training Program in Aging Research), a T32 institutional training program that prepares the next generation of aging researchers. The second is the Center for Longevity and Healthy Aging, an NIH P30 center that funds pilot research projects. The coordinator will support trainees, manage NIH data and reporting requirements, and coordinate the annual pilot award cycle. The ideal candidate has hands-on experience with NIH grants and systems and enjoys building organized, reliable processes.

This is an 18-month fixed-term, 50% FTE, hybrid opportunity.

Desired Qualifications:

• Bachelor's degree and four years of experience
• Experience coordinating NIH-funded programs, preferably T32 training grants and/or P30 center grants, in an academic medical or research setting.
• Working knowledge of NIH requirements and systems, including eRA Commons, xTRACT/xTrain, SciENcv biosketches, Research Performance Progress Reports (RPPR), and NIH Training Data Tables.
• Familiarity with the NIH Grants Policy Statement and NRSA requirements, such as Responsible Conduct of Research and Individual Development Plans.
• Experience building and maintaining tracking databases and dashboards (e.g., Excel, REDCap, Qualtrics, Smartsheet) and producing accurate summary reports.
• Experience supporting advisory boards or committees, including agendas, minutes, and action-item tracking.
• Ability to handle confidential trainee and application information with discretion.

Core Duties:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

• Create complex reports and spreadsheets which may utilize specialized software and systems.

• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Education and Experience

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Advanced computer skills and demonstrated experience with office software and email applications.

• Demonstrated success in following through and completing projects.

• Excellent organizational skills and attention to detail.

• Excellent Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize, multi-task, and assign work to others.

• Ability to take initiative and ownership of projects.

• Ability to routinely and independently exercise sound judgment in making decisions.