Program Coordinator I (Temp)

UAB Temp Services is seeking a highly organized, detail-oriented, and proactive Program Coordinator to support the Center for Faculty Development and Engagement (CFDE) and SPARC initiatives.

This position is responsible for coordinating meetings, workshops, conferences, and program activities; managing event logistics; maintaining program documentation; and communicating with faculty, researchers, speakers, vendors, and external collaborators.

The ideal candidate will possess excellent communication skills, strong technical proficiency, exceptional organizational abilities, and the ability to manage multiple projects and deadlines in a fast-paced academic environment.

Essential Duties and Responsibilities

1. Meeting and Conference Coordination

• Coordinate virtual, hybrid, and in-person meetings, workshops, and conferences.
• Create and maintain meeting websites using established templates.
• Develop and update agendas, speaker information, registration details, and event materials.
• Coordinate invitations, registration, reminders, presentation submissions, and deadlines.
• Prepare participant lists, name badges, signage, handouts, and conference materials.
• Maintain accurate event records and communicate updates to participants and organizers.

2. Event and On-Site Logistics

• Attend assigned conferences and meetings to oversee event logistics.
• Serve as a primary contact for speakers, attendees, hotel staff, audiovisual teams, and vendors.
• Coordinate meeting rooms, catering, equipment, registration, seating, and scheduling.
• Manage participant check-in and distribute event materials.
• Monitor schedules and assist with keeping sessions on time.
• Troubleshoot logistical issues and communicate concerns to program leadership.
• Coordinate last-minute schedule changes and participant needs.

3. Program and Administrative Support

• Schedule meetings involving UAB faculty, investigators, collaborators, and external partners.
• Prepare meeting invitations, agendas, virtual meeting links, and presentations.
• Document meeting decisions, action items, assignments, and deadlines.
• Maintain calendars, project trackers, task lists, contact lists, and shared documents.
• Follow up on assigned tasks, deadlines, and program deliverables.
• Assist with program summaries, presentations, and progress reports.

4. Reporting and Evaluation

• Distribute post-event surveys and track responses.
• Compile attendance records, evaluations, and participant feedback.
• Summarize survey results and event outcomes.
• Prepare post-conference reports and recommendations for future improvements.
• Maintain organized records of event materials, presentations, registration data, and reports.

5. Communication and Collaboration

• Communicate professionally with faculty, staff, researchers, speakers, attendees, and vendors.
• Draft and distribute professional emails, announcements, meeting instructions, and reminders.
• Provide timely updates to program leadership and project stakeholders.
• Utilize Microsoft Teams and Slack for team communication and coordination.
• Use Zoom and Microsoft Teams to schedule, host, and troubleshoot virtual meetings.
• Use GitHub to access, organize, and update program materials, templates, websites, and documentation.