Program Coordinator

Job descriptionHireArt is helping our client find a Program Coordinator to provide critical administrative and coordination support to maintain continuity in the University Research Partnerships (URP) team’s existing workflows.In this role, you will ensure day-to-day operations, documentation, communications, scheduling, and event planning are executed consistently and reliably while maintaining the high standards expected in a dynamic, high-visibility research program involving top North American universities.The ideal candidate brings strong coordination experience, preferably within university or research environments, and is comfortable juggling several projects at once while maintaining exceptional email and communication management.We're looking for candidates who are familiar with university research administration and academic business operations, including the ability to work effectively with faculty, sponsored programs offices, and decentralized administrative systems.Key ResponsibilitiesOversee day-to-day program operations, ensuring workflow continuity, timely communication, accurate documentation, and smooth coordination with internal and external stakeholders.Manage publication and intellectual property processes, including scheduling reviews, tracking submissions, communicating decisions, and maintaining award and recognition records.Support sponsorship activities by organizing meetings, tracking decisions, ensuring budget compliance, and coordinating deliverables for events.Provide high-level support to the Program Director through progress updates, preparation of briefings and presentations, and proactive resolution of potential blockers.Coordinate and track multiple concurrent projects with university partners, ensuring logistics, timelines, and communications remain aligned and well-organized.Maintain exceptional inbox and communication management across high-volume email threads with faculty, university administrators, internal stakeholders, and research collaborators.Requirements2+ years of experience in program coordination supporting university faculty, administrators, or sponsored research officesDemonstrated experience managing multiple projects and logistics within academic, research, or university settingsAbility to identify and coordinate with stakeholders across departments (e.g., EAs, Facilities, Operations)Proficiency with Google Workspace (Docs, Slides, Sheets, Calendar) and project/task management tools (e.g., Asana, Slack)Strong verbal and written communication skills, with the ability to maintain exceptional email management and synthesize discussions into clear summaries or next stepsExcellent organizational skills and attention to detailAbility to independently prioritize tasks and follow through in a dynamic, multi-stakeholder environmentAbility to ask thoughtful clarifying questions and document key information during onboardingPreferred Qualifications:Experience supporting research, academic, or legal teamsSkill in drafting and refining slide decks for internal and external audiencesWillingness to learn and adapt to new tools, workflows, and terminology (e.g., IP tracking, publication workflows)Benefits: PTO and paid holidaysPre-tax commuter benefitsEmployer (HireArt) subsidized Healthcare BenefitsFlexible Spending Account for healthcare-related costsHireArt covers all costs for short- and long-term disability and life insurance401k packageCommitment: This is a full-time, ongoing contract position staffed via HireArt in the Cambridge, Ma area. This position will be hybrid, requiring 2 days a week onsite.HireArt values diversity and is an Equal Opportunity Employer. We are interested in every qualified candidate who is eligible to work in the United States. Unfortunately, we are not able to sponsor visas or employ corp-to-corp.