Program Coordinator I

Job description

Posting Number:


Working Title:

Program Coordinator I


VPR-Clinical Transl Rsch Unit

About the University of Georgia:

The University of Georgia (UGA), a land-grant and sea-grant university with statewide commitments and responsibilities is the state’s oldest, most comprehensive, and most diversified institution of higher education ( UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University’s main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA was founded in 1785 by the Georgia General Assembly as the first state-chartered University in the country. UGA employs approximately 1,800 full-time instructional faculty and more than 7,600 full-time staff. The University’s enrollment exceeds 36,000 students including over 27,500 undergraduates and over 8,500 graduate and professional students. Academic programs reside in 17 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens.

About the College/Unit/Department:

The Office of Research encourages and supports innovative interdisciplinary research, scholarship and creative activities that contribute to the physical, emotional and economic well-being of the people of Georgia, the nation and the world. Through partnerships and collaborations, we seek to share knowledge, increase innovation, and deliver the products of our research to the marketplace.

College/Unit/Department website:

Posting Type:


Retirement Plan:


Employment Type:


Benefits Eligibility:

Benefits Eligible

Full/Part time:

Full Time

Additional Schedule Information:

Monday – Friday 8 a.m. – 5 p.m. Additional hours may be scheduled as needed at the supervisor’s discretion.

Advertised Salary:

$30,000-$39,000, Commensurate with experience

Posting Date:


Open until filled:


Proposed Starting Date:


Location of Vacancy:

Athens Area

EEO Policy Statement:

The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR ([email protected]).

Classification Title:

Public Service Paraprofessional/Professional



Minimum Qualifications:

Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications.

Preferred Qualifications:

Bachelor’s degree and prior work in human subjects research.

Position Summary:

The Clinical and Translational Research Unit (CTRU) on the UGA Health Sciences Campus is seeking applications for a permanent, full-time position as a Program Coordinator I who will lead and be responsible for recruitment, eligibility screening, scheduling and retention of CTRU research study participants. This position serves a vital role in the success of human subjects research conducted at the CTRU. A large portion of this position will be spent coordinating study recruitment and study visits, including advertising and community outreach to recruit study participants, arranging and conducting telephone screenings for potential study participants, and scheduling study visits, along with phone or email confirmation and reminders for study visits. Accuracy and efficiency are needed in this position, along with being able to handle a large workload. Will manage large databases, have familiarity with data management software, and strong organizational skills are needed.

The Program Coordinator will support study recruitment and coordinate study visits, but also be responsible for community outreach with the goal of increased recruitment and awareness of CTRU research opportunities in the community. This position will represent the CTRU to all study participants, as well as around UGA and in the community. The Program Coordinator will engage with the community to promote the CTRU, recruit for studies and educate the community about human subjects research by attending fairs and other community events, as well as visiting various community organizations.

The Program Coordinator may also support administrative operations at the CTRU, including responding to telephone calls and emails, preparing paperwork and other items for study visits, checking study participants in and out and conducting COVID screenings (while needed), greeting other in-person visitors, handling paperwork, faxes, mail, pickups and deliveries, filing study paperwork, ordering supplies, managing building access, and tracking CTRU study activity. The Program Coordinator will also manage participant incentives and reconcile the petty cash fund. The Program Coordinator will also lead and provide daily tasking and guidance to student research assistants or other employees who will assist with study recruitment, administrative and unit promotion efforts. The Program Coordinator is expected to work independently to represent the CTRU and to derive efficient processes for recruitment and study visit coordination. The Program Coordinator will work closely with the Unit Coordinator and the nursing staff in communicating progress on and issues with study visit coordination and recruitment. This position may help with entering study data, maintenance of social media sites and assisting in unit maintenance/operations. This position will also assist the Unit Coordinator with various tasks.

This position is expected to be flexible and open to take on any other coordination, administrative or operational responsibilities as needed. This position is expected to complete and maintain CITI certification as a requirement to be involved in human subjects research activities. This position is expected to act professionally and responsibly with study participants and follow the regulations of human subjects research, including treating study records confidentially. This position is expected to understand and be able to communicate medical and biological science terminology to the general public, and to understand scientific research. This position is expected to work quickly and efficiently with minimal errors under a heavy workload. This position is expected to be able to lead others and work independently while also being receptive to guidance and supervision.

Knowledge, Skills, Abilities and/or Competencies:

Ability to work quickly and efficiently while maintaining accuracy.
Excellent organizational skills.
Ability to communicate personably and professionally with various community members.
Ability to use discretion with confidential information.
Ability to use independent judgment.
Ability to work under extremely limited supervision.
Professional, courteous and friendly demeanor.
High technical ability including but not limited to a working knowledge of Microsoft Excel, Outlook and Word, and the ability to learn web-based ordering system and scheduling software.
Excellent relational ability/works extremely well with others.
Willingness to help wherever needed.
Working knowledge of office practices and procedures.

Physical Demands:

Sitting, standing, walking, bending, stooping, pushing, pulling, lifting and carrying
up to 30 lbs. May involve driving.

Is driving a responsibility of this position?:


Is this a Position of Trust?:


Does this position have operation, access, or control of financial resources?:


Does this position require a P-Card? :


Is having a P-Card an essential function of this position? :


Does this position have direct interaction or care of children under the age of 18 or direct patient care?:


Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications):


Credit and P-Card policy:

Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website.


Recruitment, study visit and outreach coordination
- Lead study recruitment and visit coordination efforts, including arranging and conducting telephone eligibility screenings for potential study participants and scheduling study visit appointments, and coordinating and guiding other employees in these efforts
- Spearhead recruitment efforts for CTRU studies in the community, including visiting various community organizations and clinics, and attending or tabling at community events
- Establish relationship with participants from recruitment to study completion, and to recruitment for other studies, if applicable
- Conduct outreach in the community to promote the CTRU as well as educate community members about clinical research

Percentage of time:



- Send confirmation and reminder emails to participants regarding study visits; assist with rescheduling as needed; coordinating and guiding other employees in these efforts
- Add or assist in adding interested individuals to CTRU study listserv

Percentage of time:



Customer Service
- Provide excellent customer service at all times to build strong relationships with study participants, investigators, community and UGA members
- Work and brainstorm with Unit Coordinator and others on recruitment and promotion efforts
- Provide task assignment and guidance to research assistants or other employees in recruitment and outreach efforts

Percentage of time:



Unit Administrative/Operations Support
As needed, lead or support administrative operations for the office, including:
- Maintaining unit or study-related phone and email communication
- Staffing the front desk; includes check-in and check-out of study participants and assisting visitors
- Conduct COVID screening for study participants (while needed) and prepare paperwork and other items for their study visit
- Manage payment for study participants and serve as petty cash reconciler
- Communicate with clinical staff on visit coordination efforts (e.g. cancellations, late arrivals, etc.)
- Manage faxes, mailings, and deliveries
- Track study visit and facility usage data; enter study data into databases as needed
- Organize and file study visit paperwork
- Order and maintain office supply inventory (serve as first-level initiator in UGAMart)
- Manage building access system to include changing lock schedules and adding staff to system, as needed
- Assist in unit maintenance/operations, which may include (but is not limited to) organizing supplies, arranging for maintenance and stepping in wherever needed to ensure smooth operation of unit activities
- Provide task assignment and guidance to research assistants or other employees in administrative/ operations efforts

Percentage of time:



Social media
- Assist in social media presence for CTRU

Percentage of time:



Other duties as assigned

Percentage of time:





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Job No:
Posted: 9/25/2020
Application Due: 6/23/2021
Work Type: Full Time