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-driven setting preferred.
• Any acceptable combination of education, training, and experience that provides the required knowledge, abilities, and skills may be substituted for the requirements listed above.

Knowledge, Skills, and Abilities

• Strong organizational skills and attention to detail, with ability to manage multiple tasks, deadlines, and follow-up items.
• Effective written communication skills and ability to draft clear, professional routine communications, recaps, notes, and summaries.
• Ability to maintain trackers, timelines, contact lists, shared files, templates, and documentation in a consistent and organized manner.
• Professionalism and responsiveness when communicating with internal and external stakeholders.
• Ability to identify when an issue requires escalation to the Director of Research Operations.
• Comfort supporting meetings, events, registration, travel details, materials, and post-event follow-up.
• Proficiency with Microsoft Office, shared drives, virtual meeting platforms, and collaborative work systems.
• Commitment to the mission of the Epilepsy Foundation and respectful engagement with people with epilepsy, caregivers, clinicians, researchers, volunteers, and partners.

Supervisory Responsibilities

• This position has no supervisory responsibilities and no direct reports.

Travel, Work Environment, and Physical Demands

• This is a full-time position, working 35 hours per week, Monday-Friday, 9 AM - 5 PM Eastern, with flexibility required during major meetings, events, or deadline periods.
• Travel may be required for Research Department events, convenings, and meetings.
• While performing the duties of this job, the employee is regularly required to talk and hear and will require staring at a computer screen and/or documents for extended periods of time. Some standing, walking, filing, lifting, packing, shipping, or moving event materials, boxes, packages, or office equipment may be required.

Originally posted on Himalayas