Program Coordinator II

Qualifications:

• Bachelor’s degree in business, healthcare/sciences, project management, research administration, or a related field, or equivalent combination of education and experience

• Minimum 3–5 years of progressively responsible experience in project/program coordination, project management, research administration, healthcare, federal programs, or related fields

• Demonstrated experience coordinating multiple stakeholders, meetings, schedules, deliverables, action items, and competing priorities across complex programs

• Experience developing and maintaining project management tools such as integrated schedules, action trackers, dashboards, risk/issue logs, decision logs, and performance measures

• Strong written and oral communication skills with demonstrated ability to interact professionally with senior leaders, investigators, program staff, and external partners

• Ability to exercise independent judgment, anticipate follow-up requirements, identify potential delays or risks, and escalate issues appropriately in a fast-paced environment

• Experience supporting federally funded research, DoD programs, academic research, consortiums, centers, or other multi-institutional initiatives preferred

• Knowledge of military health, human performance, trauma research, federal R&D, DARPA, Other Transaction Authorities (OTAs), Research Project Agreements (RPAs), or sponsored research preferred

• PMP, CAPM, or other project management training/certification preferred

Responsibilities:

Program Coordination and Portfolio Management

• Support execution and maintenance of program plans, governance frameworks, POA&Ms, communications cadence, research planning processes, risk-management processes, and sponsor reporting requirements.
• Coordinate program operations and activities, including governance meetings, working groups, committee meetings, research planning sessions, stakeholder engagements, workshops, symposia, and special initiatives.
• Develop agendas; coordinate scheduling, logistics, materials, and communications; document decisions and action items; and ensure timely follow-up and closure of outstanding actions.
• Maintain integrated program schedules, calendars, milestone trackers, action and decision logs, risk/issue trackers, stakeholder lists, shared repositories, governance materials, and other program management documentation.
• Support development and maintenance of implementation plans and monitor progress against established milestones, deliverables, dependencies, and reporting requirements.
• Track Key Performance Indicators (KPIs), Technical Performance Measures (TPMs), schedules, deliverables, risks, dependencies, and action items; identify potential delays, overdue actions, or issues requiring corrective action or escalation.
• Support coordination of the research proposal lifecycle, including proposal intake and tracking, timelines, review activities, conflict-of-interest documentation, selection materials, and communications with participating organizations.
• Maintain documentation and trackers for Research Project Agreements (RPAs), project milestones and deliverables, modifications, subawards, project funding, reporting requirements, and other research portfolio activities.
• Assist with preparation of executive and sponsor-facing materials, including dashboards, status reports, leadership briefings, research portfolio updates, annual performance reviews, presentations, and other program communications.

Stakeholder and Partner Coordination

• Coordinate routine communications and collaborative activities among program leadership, Geneva, investigators, members, academic institutions, military organizations, federal agencies, industry partners, operational end users, and other stakeholders.
• Maintain current membership, stakeholder, partner, and capability information and support development and maintenance of partner and capability inventories.
• Support outreach, onboarding, and engagement of new partners, members, investigators, and collaborators.
• Track partnership activity, research collaborations, strategic opportunities, funding pursuits, and other measures of program growth, participation, and impact.
• Support development and dissemination of communications, presentations, research updates, meeting materials, and other materials that promote program engagement and visibility.
• Coordinate with Geneva functional personnel supporting award management, finance, contracting, procurement, regulatory compliance, communications, business development, subawards, and other operational requirements.

Program Execution and Continuous Improvement

• Organize and prioritize a moderate to high volume of complex work, proactively managing deadlines, dependencies, and follow-up requirements.
• Support implementation and consistent use of standardized program management processes, templates, documentation practices, and reporting tools.
• Identify opportunities to improve coordination, communication, workflow, documentation, and program efficiency and recommend practical solutions.
• Provide problem-solving and coordination support when activities are delayed, dependencies remain unresolved, or stakeholder actions require additional follow-up or escalation.
• Maintain awareness of applicable mission, governance, funding, sponsor, contractual, and compliance requirements and ensure activities are appropriately coordinated with program leadership and relevant Geneva functional teams.