Program Coordinator at HireArt

Expected compensation: 31.00 - 50.00 USD Per Hour

HireArt 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 Responsibilities

• Oversee 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.
  
  

Requirements

• 2+ years of experience in program coordination supporting university faculty, administrators, or sponsored research offices
• Demonstrated experience managing multiple projects and logistics within academic, research, or university settings
• Ability 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 steps
• Excellent organizational skills and attention to detail
• Ability to independently prioritize tasks and follow through in a dynamic, multi-stakeholder environment
• Ability to ask thoughtful clarifying questions and document key information during onboarding
  
  

Preferred Qualifications

• Experience supporting research, academic, or legal teams
• Skill in drafting and refining slide decks for internal and external audiences
• Willingness to learn and adapt to new tools, workflows, and terminology (e.g., IP tracking, publication workflows)
  
  

Benefits

• PTO and paid holidays!
• Pre-tax commuter benefits
• Employer (HireArt) subsidized Healthcare Benefits
• Flexible Spending Account for healthcare-related costs
• HireArt covers all costs for short- and long-term disability and life insurance
• 401k package
  
  

Commitment: 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.