Program Coordinator II

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A Brief Overview
This role administers program(s) and provides advanced oversight and support to program staff in coordinating program services.

Provide advanced administrative support to the Director/Physician Lead of the Comprehensive Vascular Anomalies Program (CVAP). 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 Serve as the primary program coordinator for the Consortium of Investigators of Vascular Anomalies (CaNVAS). Support is required to coordinate and manage all activities across the currently 25+ participating centers of CaNVAS including managing multiple projects, timelines, and priorities, scheduling, task tracking and meeting deadlines across institutions, sponsors and industries on protocols and grants.

Key responsibilities:

Executive administrative support: manage complex calendars, travel, expense reporting, correspondence, agendas, meeting minutes, update of CV, professional and other licensures. Work with the clinical team on timing of follow-up calls.

Program coordination: maintain program calendars, milestone trackers, SOPs and document version control for CANVAS and ARDVARC; schedule and facilitate cross-site meetings and investigator gatherings. Attendance at all CaNVAS and ARDVARC meetings. Help with organization of national and international meetings.

Research & grant support: 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.

Communications & operations: draft program communications, manage websites, and produce status reports/dashboards for leadership.

What you will do

• 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.

Education Qualifications

• High School Diploma / GED - Required
• Bachelor's Degree - Preferred

Experience Qualifications

* At least three (3) years of administration, coordination or program experience - Required

* At least one (1) year of leadership, management, or supervisory experience - Required

* At least five (5) years of administration, coordination or program experience - Preferred

* At least three (3) years of leadership, management, or supervisory experience - Preferred

* At least three (3) years of experience in a healthcare related environment - Preferred

Preferred: Experience with NIH consortia/U-series awards, multi-institutional research networks, clinical research processes, and project management tools.

Skills and Abilities

• 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.

Working conditions: Regular on-site presence with possible hybrid flexibility per department. Occasional travel for meetings/conferences.

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.

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SALARY RANGE:

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.