Coordinating programs within the Research Department, this role provides administrative, logistical, communications, and programmatic support across various initiatives. The Program Coordinator 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. This position reports to the Director of Research Operations and supports the efficient execution of department priorities.
Responsibilities
Coordinate day-to-day logistics for Research Department programs, meetings, events, and initiatives under the direction of the Director of Research Operations
Support scheduling, calendar holds, agenda preparation, meeting preparation, note-taking, action item tracking, and follow-up
Help track program milestones, deliverables, deadlines, open items, and next steps across multiple workstreams
Flag missing information, delays, stakeholder concerns, logistical issues, or competing deadlines to the Director in a timely manner
Support internal coordination across departments, including Development, Marketing/Communications, Mission, Advocacy, Finance, Operations, and other teams
Support 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
Prepare and organize meeting materials, slide decks, briefing documents, participant lists, run-of-show documents, agendas, name badges, shipping lists, and other event materials
Support event logistics and serve as a responsive operational point of contact for routine participant, speaker, volunteer, reviewer, judge, and internal staff needs
Support post-event follow-up, including thank-you notes, survey distribution, data collection, summary notes, action item tracking, and documentation of next steps
Assist with operational support for scholarships, stipends, reimbursements, travel coordination, and related participant or award processes as assigned
Monitor shared Research Department and program mailboxes, draft routine responses, route inquiries, track open items, and escalate complex or sensitive issues to the Director
Serve 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
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Maintain inquiry logs, response templates, distribution lists, and contact records to support continuity and timely follow-up
Coordinate scheduling and communications with committees, advisors, speakers, reviewers, ambassadors, contractors, and vendors as assigned
Draft and edit routine communications, including email updates, meeting recaps, invitations, newsletters, briefing notes, and program summaries
Assist with compiling content for donor updates, board and committee materials, website updates, social media, internal reports, and program documentation
Support dissemination of Research Department updates, educational materials, program opportunities, and meeting outputs in coordination with the Director and relevant internal teams
Prepare first drafts of summaries, recaps, templates, and other materials for review by the Director or CRIO
Support contractors, consultants, and vendors with scheduling, materials, documentation, logistics, meeting access, shared files, and follow-up as assigned
Help collect and organize documentation for invoices, contracts, reimbursements, stipends, travel forms, and related payment processes
Track status of assigned administrative items and provide reminders or updates to help ensure timely completion
Perform other duties as assigned in support of Research Department priorities and organizational needs
Requirements
Bachelor's degree in a related field preferred or equivalent combination of education, training, and experience
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
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
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
Important Details
Schedule: 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
Supervisory Responsibilities: None
About the Company
The Epilepsy Foundation is committed to its mission and respectful engagement with people with epilepsy, caregivers, clinicians, researchers, volunteers, and partners.
