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Program Coordinator
Job Location:
Job Location:
Stanford, CT - USA
Hourly Salary:
USD 40 - 45
Hourly Salary:
Posted:
23 October 2026 (16 hours ago)
Posted:
Application Deadline:
20 January 2027
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
LeadStack Inc. is an award-winning one of the nations fastest-growing certified minority-owned (MBE) staffing services provider of contingent workforce. As a recognized industry leader in contingent workforce solutions and Certified as a Great Place to Work were proud to partner with some of the most admired Fortune 500 brands in the world.
Job Title:Program Coordinator (Part-Time)
Location:Stanford CA Hybrid
Duration: 12 months
Pay Range: $40/hr 45/hr on W2
Education Level: High School Graduate/GED
Currently its marked for 1 year however it could go to 5 years depends on budget and performance
Special note**Please know that we need someone who has NIH experience. This is not something a inexperienced person can do as it involves an understanding of the NIH oversight
Description:
Purpose of the role: The Program Coordinator will provide coordination for the TPAR (Training Program in Aging Research) NIH T32 institutional training program. The role supports program operations governance meetings trainee and mentor tracking seminar logistics data collection documentation evaluation support and NIH progress report preparation. The coordinator provides the administrative infrastructure by ensuring that program records trainee outcomes advisory board materials meeting documentation and reporting materials are accurate complete timely and available for leadership review and institutional reporting.
To avoid overlap with department-level administration and the Office of Postdoctoral Affairs this role may assist or act as a liaison in the following areas:
formal postdoctoral appointment processing reappointment processing benefits visa matters leave administration payroll salary setting employment classification or HR transactions;
department-level financial management budget preparation expenditure approval grant routing or official sponsored research submissions; institutional interpretation of postdoctoral policy or formal employment advising;
trainee employment decisions scientific mentoring or performance management decisions;
functions assigned to department administrators like Stanford Research Management Group or the Office of Postdoctoral Affairs.
Core Responsibilities
1. Program Operations and Administrative Coordination
Maintain the annual TPAR program calendar including recruitment timelines committee meetings trainee check-ins seminars advisory board meetings internal deadlines and NIH reporting milestones.
Maintain centralized program files templates rosters forms meeting records reporting folders and operational workflows.
Prepare agendas meeting packets attendance records minutes action item logs and follow-up summaries for program leadership review.
Serve as the routine administrative point of contact for TPAR program questions and coordinate timely communication among program leadership trainees mentors committees and community partners.
May act as a liaison for with de
2. NIH Progress Report and Renewal Documentation Support
Maintain a rolling NIH progress report file throughout the year including current trainee and past alumni updates program activities evaluation data advisory board input publications presentations awards grant submissions and career outcomes.
Coordinate data requests to trainees mentors committee leads and program leadership and track completion against internal deadlines.
Prepare draft tables summaries and supporting documentation for leadership review including trainee productivity program accomplishments training activities and continuous improvement updates.
3. Trainee Recruitment and Selection Workflow Support
Maintain the annual trainee recruitment timeline and application workflow.
Organize application materials review packets interview schedules selection meeting materials applicant status trackers mentor match information and training track interests.
Maintain recruitment documentation and summary reports needed for program leadership advisory review and NIH reporting.
4. Trainee Program Tracking and Milestone Documentation
Maintain a TPAR trainee dashboard with training track mentor assignments committee assignments program milestones seminar participation trainee presentations evaluation status and completion status.
Collect trainee progress updates on a regular schedule and maintain program-level trainee files.
Track publications abstracts presentations awards grant submissions funding outcomes and career development activities.
Flag missing documentation overdue updates upcoming deadlines or milestone concerns to program leadership.
5. Meeting and Governance Support for Grant-Required Activities
Coordinate and document Executive Leadership meetings Internal Advisory Board meetings the annual External Advisory Board review Programming Committee meetings Mentoring Committee meetings Evaluation Committee meetings trainee advisory meetings seminar series activities and annual program events.
Support Internal Advisory Board meetings by preparing agendas trainee progress materials mentor-mentee match summaries program updates minutes action items and follow-up documentation.
Support the annual External Advisory Board review by preparing program review materials trainee outcome summaries confidential trainee feedback logistics recommendation trackers and documentation of program responses.
Coordinate meeting packets for leadership and committee members including trainee rosters progress summaries publications presentations grant submissions awards mentor assignments training track participation and pending action items.
Maintain formal records of meeting dates attendance agendas minutes decisions recommendations and follow-up actions for program oversight continuous improvement renewal planning and NIH progress reporting.
6. Mentoring Program Support
Track mentor and trainee assignments mentoring-related documentation quarterly trainee check-ins or advisory meetings mentor participation and mentor training completion when applicable.
Collect trainee feedback using approved program processes and prepare summary materials for the Mentoring Committee and program leadership.
Maintain documentation needed to support mentor review trainee progress monitoring advisory board review and NIH reporting.
7. Program Evaluation and Outcomes Tracking
Maintain trainee and alumni outcomes tracking including retention completion publications presentations grants awards career placement and leadership roles.
Compile evaluation data from trainees mentors committees and advisory boards.
Prepare periodic program summary reports for leadership the Internal Advisory Board the External Advisory Board and NIH progress reporting.
Document program changes made in response to trainee mentor advisory board institutional or NIH feedback.
8. Seminar Symposium and Training Activity Coordination
Coordinate schedules and logistics for TPAR seminars trainee presentations invited speakers workshops annual program activities and trainee-facing sessions.
Prepare event materials speaker itineraries attendance lists reminders and follow-up communications.
Track attendance and participation in required TPAR activities and maintain documentation for annual review and NIH reporting.
9. Communications Data Management and Program Continuity
Draft routine communications reminders meeting invitations program announcements and reporting requests.
Maintain contact lists for trainees mentors alumni committee members advisory board members and institutional partners.
Create and maintain an operations manual reporting templates dashboards historical records and shared documentation so program operations are consistent auditable and not dependent on individual memory.
To know more about current opportunities at LeadStack please visit us at you have any questions feel free to call me on or send an email on
Job Title:Program Coordinator (Part-Time)
Location:Stanford CA Hybrid
Duration: 12 months
Pay Range: $40/hr 45/hr on W2
Education Level: High School Graduate/GED
Currently its marked for 1 year however it could go to 5 years depends on budget and performance
Special note**Please know that we need someone who has NIH experience. This is not something a inexperienced person can do as it involves an understanding of the NIH oversight
Description:
Purpose of the role: The Program Coordinator will provide coordination for the TPAR (Training Program in Aging Research) NIH T32 institutional training program. The role supports program operations governance meetings trainee and mentor tracking seminar logistics data collection documentation evaluation support and NIH progress report preparation. The coordinator provides the administrative infrastructure by ensuring that program records trainee outcomes advisory board materials meeting documentation and reporting materials are accurate complete timely and available for leadership review and institutional reporting.
To avoid overlap with department-level administration and the Office of Postdoctoral Affairs this role may assist or act as a liaison in the following areas:
formal postdoctoral appointment processing reappointment processing benefits visa matters leave administration payroll salary setting employment classification or HR transactions;
department-level financial management budget preparation expenditure approval grant routing or official sponsored research submissions; institutional interpretation of postdoctoral policy or formal employment advising;
trainee employment decisions scientific mentoring or performance management decisions;
functions assigned to department administrators like Stanford Research Management Group or the Office of Postdoctoral Affairs.
Core Responsibilities
1. Program Operations and Administrative Coordination
Maintain the annual TPAR program calendar including recruitment timelines committee meetings trainee check-ins seminars advisory board meetings internal deadlines and NIH reporting milestones.
Maintain centralized program files templates rosters forms meeting records reporting folders and operational workflows.
Prepare agendas meeting packets attendance records minutes action item logs and follow-up summaries for program leadership review.
Serve as the routine administrative point of contact for TPAR program questions and coordinate timely communication among program leadership trainees mentors committees and community partners.
May act as a liaison for with de
2. NIH Progress Report and Renewal Documentation Support
Maintain a rolling NIH progress report file throughout the year including current trainee and past alumni updates program activities evaluation data advisory board input publications presentations awards grant submissions and career outcomes.
Coordinate data requests to trainees mentors committee leads and program leadership and track completion against internal deadlines.
Prepare draft tables summaries and supporting documentation for leadership review including trainee productivity program accomplishments training activities and continuous improvement updates.
3. Trainee Recruitment and Selection Workflow Support
Maintain the annual trainee recruitment timeline and application workflow.
Organize application materials review packets interview schedules selection meeting materials applicant status trackers mentor match information and training track interests.
Maintain recruitment documentation and summary reports needed for program leadership advisory review and NIH reporting.
4. Trainee Program Tracking and Milestone Documentation
Maintain a TPAR trainee dashboard with training track mentor assignments committee assignments program milestones seminar participation trainee presentations evaluation status and completion status.
Collect trainee progress updates on a regular schedule and maintain program-level trainee files.
Track publications abstracts presentations awards grant submissions funding outcomes and career development activities.
Flag missing documentation overdue updates upcoming deadlines or milestone concerns to program leadership.
5. Meeting and Governance Support for Grant-Required Activities
Coordinate and document Executive Leadership meetings Internal Advisory Board meetings the annual External Advisory Board review Programming Committee meetings Mentoring Committee meetings Evaluation Committee meetings trainee advisory meetings seminar series activities and annual program events.
Support Internal Advisory Board meetings by preparing agendas trainee progress materials mentor-mentee match summaries program updates minutes action items and follow-up documentation.
Support the annual External Advisory Board review by preparing program review materials trainee outcome summaries confidential trainee feedback logistics recommendation trackers and documentation of program responses.
Coordinate meeting packets for leadership and committee members including trainee rosters progress summaries publications presentations grant submissions awards mentor assignments training track participation and pending action items.
Maintain formal records of meeting dates attendance agendas minutes decisions recommendations and follow-up actions for program oversight continuous improvement renewal planning and NIH progress reporting.
6. Mentoring Program Support
Track mentor and trainee assignments mentoring-related documentation quarterly trainee check-ins or advisory meetings mentor participation and mentor training completion when applicable.
Collect trainee feedback using approved program processes and prepare summary materials for the Mentoring Committee and program leadership.
Maintain documentation needed to support mentor review trainee progress monitoring advisory board review and NIH reporting.
7. Program Evaluation and Outcomes Tracking
Maintain trainee and alumni outcomes tracking including retention completion publications presentations grants awards career placement and leadership roles.
Compile evaluation data from trainees mentors committees and advisory boards.
Prepare periodic program summary reports for leadership the Internal Advisory Board the External Advisory Board and NIH progress reporting.
Document program changes made in response to trainee mentor advisory board institutional or NIH feedback.
8. Seminar Symposium and Training Activity Coordination
Coordinate schedules and logistics for TPAR seminars trainee presentations invited speakers workshops annual program activities and trainee-facing sessions.
Prepare event materials speaker itineraries attendance lists reminders and follow-up communications.
Track attendance and participation in required TPAR activities and maintain documentation for annual review and NIH reporting.
9. Communications Data Management and Program Continuity
Draft routine communications reminders meeting invitations program announcements and reporting requests.
Maintain contact lists for trainees mentors alumni committee members advisory board members and institutional partners.
Create and maintain an operations manual reporting templates dashboards historical records and shared documentation so program operations are consistent auditable and not dependent on individual memory.
To know more about current opportunities at LeadStack please visit us at you have any questions feel free to call me on or send an email on
Required Experience:
IC
