Sr. Project Coordinator (H)
University of Miami

Job Info

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The Department of Interdisciplinary Stem Cell Institute is currently seeking a full time Sr. Project Coordinator to work in Miami. The Sr. Project Coordinator (H) coordinates project activities to ensure projects are on schedule. This role provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. In addition, this job also prepares comprehensive action plans that detail available resources, timeframes and budgets for projects.

Core Job Functions

1. Assists with the assignment of tasks to internal teams to include schedule management.
2. Assists with budget preparation and tracks all project related expenditures.
3. Monitors project progress and addresses any issues that arise. Assists with the identification of completion shortfalls.
4. Acts as the point of contact and communicates the project status to relevant stakeholders. Communicates timeline changes and new information to project team.
5. Creates and maintains comprehensive project documentation, plans and reports. Ensures all needed documentation is current and properly filed and stored.
6. Ensures adherence to standards and requirements by reviewing project objectives against deliverables.
7. Organizes, attends and participates in project meetings.
8. Prepares necessary presentation materials for project meetings.
9. Records minutes and takes detailed notes during meetings.
10. Evaluates current procedures and recommends changes to improve the efficiency of planning and scheduling of projects.
11. Adheres to University and unit-level policy and procedures and safeguards University assets.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Core Qualifications

• High school diploma or equivalent

• Minimum 3 years of relevant experience

Knowledge, Skills and Attitudes:

• Ability to communicate effectively in both oral and written form.

• Ability to maintain effective interpersonal relationships.

• Ability to work independently and/or in a collaborative environment.

• Ability to accurately prepare and maintain records, files, reports and correspondence.

• Ability to understand and follow instructions.

• Skill in completing assignments accurately and with attention to detail.

• Ability to manage a budget and work within the constraints of that budget.

• Ability to process and handle confidential information with discretion.

• Proficiency in computer software (i.e. Microsoft Office).

• Ability to develop and present data to diverse audiences.

• Ability to create effective and relevant research.

• Requires strong computer and Internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Department Specific Functions

Responsible for efficiently preparing data, conducting statistical analysis and summarizing results for large research projects. Perform administrative duties for ISCI Faculty. Responsibilities may include screening calls, making travel, submitting invoices for payment, closing POs for fiscal year, meeting arrangements, preparing reports and financial data, purchasing for the lab, and customer relations. Participates in the development of budgets and ad-hoc reports. Providing high-level administrative and project management support to the Executive Operations Director. This dual role requires managing executive schedules, handling complex administrative tasks, and assisting with strategic projects to ensure efficient operations and alignment with business goals. The individual will serve as a key point of contact for internal and external stakeholders, coordinate special projects, and ensure smooth day-to-day operations.

DUTIES & SUMMARY

• Executive Administrative Support: Provide daily executive support, managing calendars, meetings, travel, and communications. Serve as a liaison between the Executive Operations Director and other stakeholders, ensuring smooth and efficient administrative operations. Handle confidential information and draft executive-level communications, reports, and presentations.

• Project Coordination & Management: Manage project timelines, track deliverables, and collaborate with cross-functional teams to ensure the successful completion of strategic initiatives. Support the Director with research, project documentation, and stakeholder communications, ensuring all projects are aligned with the company's objectives. Organize and maintain filing systems for regulatory, executive, and project documents. Ensure both physical and digital records are up to date, compliant, and accessible. Create and maintain binders and archives for internal use, ensuring the confidentiality and security of documents.

• Inventory and Reagent Management: Responsible for managing laboratory inventory, including placing orders, inspecting materials, organizing supplies, tracking reagent usage, and ensuring proper labeling, storage, and timely reordering. Coordinate with the purchasing team and vendors to maintain supply coordinate with vendors and purchasing teams to manage contracts and supply agreement.

Executive Administrative Support:

• Manage calendars, appointments, meetings, and travel arrangements for the Executive Operations Director.

• Draft and edit executive communications, reports, and presentations

• Serve as the primary liaison for internal and external collaborators.

• Prepare meeting agendas, take minutes, and track action items.

• Organize special events and provide high-level administrative support to the leadership team.

• Maintain accurate visitor logs and manage visitor schedules.

• Ensure that visitor protocols and clearances are adhered to.

• Coordinate and track volunteer activities, including scheduling and recording volunteer hours.

• Facilitate communication between volunteers and the organization, documenting and acknowledging their contributions.

• Address and resolve office-related issues, including equipment malfunctions, facilities maintenance, and operational disruptions.

• Coordinate with IT, facilities management, and other departments to ensure timely problem resolution. Implement solutions to prevent recurring issues and improve office efficiency.

• Submitting invoices for payment and closing purchase order for open encumbrance at the end of each fiscal year

Project Coordination & Management:

• Responsible for taking and processing minutes for meetings and management meetings.

• Organizing and maintaining filing systems for quality and regulatory documents, ensuring both physical and digital records are up-to-date and accessible

• Obtaining quotes/invoices from vendors and maintaining documentation from each purchase order.

• Assist in organizing and maintaining filing systems for quality and regulatory documents, ensuring both physical and digital records are up-to-date and accessible.

• Help ensure the integrity and accuracy of filed documents, maintaining confidentiality and security

• Ensure the integrity, accuracy, and completeness of all files, maintaining the confidentiality and security of sensitive documents.

• Organize and maintain filing systems for quality and regulatory documents, ensuring up-to-date records.

Inventory and Reagent Management:

• Obtain quotes/invoices from vendors and maintain purchase order documentation.

• Track and manage reagent inventories, ensuring proper labeling, storage, and documentation.

• Keeping a detailed record of reagents in stock, including quantities, expiration dates, and storage conditions

• Inspect and document received materials for quality and compliance.

• Ensure the availability of materials for testing and production through organized inventory control.

• Place departmental orders, manage IDRs, order toners, and handle reimbursement transactions.

• Maintain accurate and up-to-date supply agreements, tracking expiration dates and renewals.

• Support senior staff with vendor performance tracking and resolving supply chain issues.

• Monitoring stock levels and placing timely orders to avoid shortages or overstocking

• Storage and labeling reagents and stored properly

• Responsible for qualifying new vendors by gathering documentation, coordinating assessments, and facilitating communication between vendors and the purchasing team.

• Responsible for vendor agreements, including tracking contract terms, renewal dates, and amendments with

• Support senior staff in tracking supplier performance and addressing quality issues or supply delays.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:Full timeEmployee Type:StaffPay Grade:H7

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