Program Coordinator - Fellowship and Research - Christ Church : Job Details

Responsible for the management of various fellowship and research programs at AO North America. Assist other team members and serve as a backup when needed to provide seamless support to all Clinical divisions.

• Coordinate the full lifecycle of fellowship and research grant programsfrom application and selection to reporting and closeout.
• Manage application and review platforms, ensuring efficient experience for applicants, reviewers, and staff.
• Assist in drafting program guidelines, application forms, FAQs, and award notifications.
• Track awardee progress, compliance, and reporting deadlines; ensure accurate data management and record-keeping.
• Serve as the main point of contact for fellows and grantees throughout their award period.
• Develop and manage communications such as welcome packets, newsletters, updates, and engagement campaigns.
• Plan onboarding sessions, informational webinars, and regular touchpoints to foster an active community of awardees.
• Collaborate with the communications team to share grantee stories, research outcomes, and impact via digital channels.
• Plan and execute a range of program-related events including orientation sessions, workshops, webinars, symposia, and retreats (virtual and in-person).
• Coordinate event logistics including scheduling, venue or platform setup, speaker outreach, materials preparation, and tech support, with the support of various departments.
• Work closely with program and events staff to ensure inclusive, engaging, and well-organized gatherings.
• Capture event outcomes, feedback, and lessons learned to inform future programming.
• Collect and organize grantee/fellow data for internal reporting, storytelling, and impact evaluation.
• Support the development of dashboards, progress reports, and presentations for leadership and funders.
• Contribute to strategic reviews and recommendations for program improvement and growth.
• Serve as the main point of contact between the fellowship and/or research committee and staff.
• Coordinate meeting logistics, including scheduling, agendas, materials, and minutes.
• Attend all committee meetings and prepare summary reports or updates for stakeholders.
• Ensure follow-through on committee decisions, tasks, and projects.
• Provide administrative and organizational support to the committee as needed.
• Assist in the recruitment and onboarding of new committee members.
• Maintain records of committee activity, including attendance, decisions, and documentation.
• Communicate timelines, deadlines, and responsibilities to relevant parties.
• Help align committee work with the organization's strategic goals and policies.
• Monitor and communicate progress on committee initiatives or projects.

• Ability to manage and coordinate activities related to duties defined
• Communicate effectively with all stakeholders
• Manage expectations of all stakeholders and address questions and concerns as they arise
• Coordinate all activities to meet deadlines and accomplish goals of the program
• Establish relationships with all stakeholders to ensure quality experiences.

The work environment is standard indoor office environment.

Travel for work environment is primarily air travel. Valid passport required for international travel.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• Bachelors degree in business administration or other related area
• 2-4 years or more in positions involving project/program management
• Excellent administrative skills to assess, streamline and manage all processes related to assigned programs
• Ability to promote and increase awareness of engagement opportunities within AO NA
• Highly diplomatic, self-starting team player with excellent interpersonal/communication (written and verbal) skills, strong problem resolution skills, facilitates and multi-tasks well and thrives in highly matrixed, high-pressure evolving environments
• Proficient MS Office suite, MS Project (or equivalent), database proficiency required
• Proficient proofing and writing skills
• Proficient facilitation, communication, and coordination skills.
• Ability to use technology tools for communication TEAMS, ZOOM and others as needed
• Moderate travel (10-20%) required, including weekends and evenings as program needs dictate