Program Coordinator

Job Description - Program Coordinator

Job Number: 2504766

Official

Job Title:

Staff Assistant

• Bachelor’s degree (foreign equivalent or higher). In lieu of a Bachelor’s degree, an Associate’s degree (foreign equivalent or higher) and two (2) years of full‑time administrative experience may be considered.
• Two (2) years of full‑time administrative experience.
• Experience scheduling meetings, managing calendars, and coordinating appointments.
• Experience with data and spreadsheet management.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).

• Administrative support experience in a healthcare or research setting.
• Knowledge of research terminology and processes.
• Event coordination experience.
• Travel coordination experience.
• Budget experience.

This role will provide crucial administrative support to the Director and research teams, ensuring smooth day‑to‑day operations and facilitating the success of research initiatives focused on health equity. Responsibilities include scheduling meetings, coordinating communication between team members, managing paperwork and documentation, and providing general administrative support to ensure the program runs smoothly. The role will assist in coordinating all office functions: scheduling meetings, meeting logistics, preparing presentation materials, tracking data, coordinating assigned projects, reception support, processing communications, record‑keeping, and filing.

Excellent verbal and written communication skills are essential. The ideal applicant will have strong organizational and time‑management skills, with the ability to prioritize tasks and meet deadlines, as well as excellent communication and interpersonal skills, able to work independently and collaboratively in a fast‑paced environment.

Assist the Director with scheduling meetings, managing calendars, and coordinating appointments. Serve as the initial point of contact for inquiries directed to the Director or others within the department. Manage the department's incoming and outgoing communications, including voicemails, emails, and departmental mailboxes, ensuring prompt responses. Prepare and distribute correspondence, reports, and other documents as needed. Maintain and organize electronic and physical files related to research projects, grants, and publications.

Coordinate logistics for research meetings, conferences, and events, including booking venues, arranging catering, and managing registrations. Serve as point of contact for internal and external stakeholders, responding to inquiries and directing communications. Liaison between the Director/Department Chair and institutional professional staff with respect to administrative matters.

Oversee planning and execution of key programmatic events, meetings, and initiatives, ensuring seamless operations. Assist with planning, scheduling, and assigning work to support staff. Support preparation and submission of grant applications.

Support budget tracking, procurement paperwork, invoices, and other data entry, management, and tracking of research outcomes and metrics. Gather research and statistical data as required.

Maintain inventory of office supplies and order as necessary. Assist with tracking invoices and communicate with external clients as required. Process invoices and coordinate travel arrangements for all team members. Perform routine monthly reconciliation and analysis for internal and external purposes.

Other duties or projects as assigned as appropriate to rank and departmental mission.

This is a full‑time appointment. FLSA Non‑Exempt position, eligible for overtime provisions of the FLSA. Eligible for $4,000 UUP annual location pay, paid biweekly. Unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included in the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will…