Program Coordinator – Operations

Summary

The Program Coordinator performs administrative and operational duties supporting MaineHealth Institute for Research, specifically the Center for Interdisciplinary Population Health Research and Center for Clinical and Translational Sciences. This position is responsible for coordinating daily activities in close collaboration with the Operations Manager and Center Director. This position assures all program related activities are carried out successfully and in a timely manner, acts as the liaison with all levels of staff and may also be the liaison to the greater community.

• Supports division programs
  • Under limited supervision this position supports the CIPHR & CCTS divisions.
  • At times, this position will support administrative grant operations.
  • Serve as resource for employees regarding departmental policies and procedures.
  • Demonstrate professional diplomacy and discretion at all times when working with all customers, which may include members, affiliates, patients, coworkers, partners, and the general public.
• Supports department, team and or program to ensure smooth running and fulfillment of initiatives.
  • Provide administrative support to leadership team.
  • Manage scheduling and calendars for center directors and managers.
  • Coordinate time and effort reporting.
  • Coordinates PTO coverage for department staff.
  • Coordinates, schedules and maintains agendas and minutes for multiple meetings and committees.
  • Supports office efficiency by participating in the planning and implementation of office systems, layout changes and equipment needs as requested.
  • Participates in the collaborative development and implementation of department policies and procedures and establishing quality standards; measures results against standards as necessary.
  • Reviews and analyzes special reports as needed; summarizes information and reports to leadership.
  • Assist with new hire onboarding efforts.
  • Serve as liaison with building management company, including scheduling service appointments.
  • May arrange business travel, coordinate meeting arrangements, track expenses, and/or support budget.
  • Use various business software applications (including word processing, presentation, database and spreadsheet, among other department specific applications) to prepare correspondence, databases, reports, presentations, agendas, minutes, etc.
  • Coordinates events for department.
• Maintains departmental statistics and cost reports for purposes of supporting the budget.
  • Collects, coordinates and maintains needed data and develops spreadsheets for tracking/reporting program data.
  • Maintain files and records in a secure and coordinated manner.
• Coordinates procurement, production, and supply of program materials
  • Coordinates, submits and tracks all supply orders and outside orders.
  • Coordinate invoicing and reimbursements.

Minimum Knowledge, Skills, and Abilities Required

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