Programs Coordinator, Research Department

Summary The Program Coordinator provides administrative, logistical, communications, and programmatic support across Research Department initiatives. This role helps maintain project trackers, coordinate meetings and events, prepare materials, support stakeholder communications, monitor shared program mailboxes, and ensure timely follow-up across multiple workstreams. The Program Coordinator reports to the Director of Research Operations and supports efficient execution of department priorities. Essential Duties and Responsibilities Administrative and Project Coordination Coordinates day-to-day logistics for Research Department programs, meetings, events, and initiatives under the direction of the Director of Research Operations. Supports scheduling, calendarholds, agenda preparation, meeting preparation, note-taking, action item tracking, and follow-up. Maintains organized project trackers, timelines, contact lists, shared files, templates, meeting notes, and documentation. Enters relevant data to Salesforce Helps track program milestones, deliverables, deadlines, open items, and next steps across multiple workstreams. Flags missing information, delays, stakeholder concerns, logistical issues, or competing deadlines to the Directorin a timely manner. Supports internal coordination across departments, including Development, Marketing/Communications, Mission, Advocacy, Finance, Operations, and other teams. Meeting, Event, and Program Support Supports Research Department events and programs, including the Pipeline Conference, Shark Tank, Research Roundtable for Epilepsy (RRE), diagnostic and tracking Research Roundtable for Epilepsy (dtRRE), Research Ambassador Program, PAB-related meetings, fellowships, awards, and other initiatives. Coordinates invitations, registration, attendee communications, speaker logistics, travel details, vendor follow-up, meeting materials, and event supplies. Prepares and organizes meeting materials, slide decks, briefing documents, participant lists, run-of-show documents, agendas, name badges, shipping lists, and other event materials. Supports event logistics and serves as a responsive operational point of contact for routine participant, speaker, volunteer, reviewer, judge, and internal staff needs. Supports post-event follow-up, including thank-you notes, survey distribution, data collection, summary notes, action item tracking, and documentation of next steps. Assists with operational support for scholarships, stipends, reimbursements, travel coordination, and related participant or award processes as assigned. Shared Mailbox and Stakeholder Support Monitors shared Research Department and program mailboxes, drafts routine responses, routes inquiries, tracks open items, and escalates complex or sensitive issues to the Director. Serves as a professional first-line point of contact for routine inquiries from researchers, clinicians, industry partners, volunteers, people with epilepsy, caregivers, internal stakeholders, and other external partners. Maintains inquiry logs, response templates, distribution lists, and contact records to support continuity and timely follow-up. Coordinates scheduling and communications with committees, advisors, speakers, reviewers, ambassadors, contractors, and vendors as assigned. Communications and Reporting Support Drafts and edits routine communications, including email updates, meeting recaps, invitations, newsletters, briefing notes, and program summaries. Assists with compiling content for donor updates, board and committee materials, website updates, social media, internal reports, and program documentation. Supports dissemination of Research Department updates, educational materials, program opportunities, and meeting outputs in coordination with the Director and relevant internal teams. Prepares first drafts of summaries, recaps, templates, and other materials for review by the Director or CRIO. Contractor, Vendor, and Administrative Support Supports contractors, consultants, and vendors with scheduling, materials, documentation, logistics, meeting access, shared files, and follow-up as assigned. Helps collect and organize documentation for invoices, contracts, reimbursements, stipends, travel forms, and related payment processes. Tracks status of assigned administrative items and provides reminders or updates to help ensure timely completion. Additional Duties and Responsibilities Performs other duties as assigned in support of Research Department priorities and organizational needs. Education Requirements Bachelor's degree in a related field preferred or equivalent combination of education, training, and experience. Experience Requirements Minimum of two years of responsible experience in program administration, project coordination, event coordination, nonprofit programs, health-related programs, or a related area preferred. Previous experience in a nonprofit, health-related, patient advocacy, research, academic, or mission-