Program Coordinator II

The Program Coordinator II provides operational, administrative, and programmatic support for departmental initiatives, committees, facilities operations, space management activities, and special projects. This position serves as a central coordination resource for recurring operational processes and works closely with faculty, staff, students, and university partners to support efficient departmental operations.

Under minimal supervision, coordinates administrative, personnel and logistical support for a defined department program (s), often of a large and/or complex nature. Carries out established program objectives and directives. Follows established guidelines or protocols. Determines the best approach to accomplish assignments. May participate in program planning and in setting program objectives. May supervise support staff. May act as a communication liaison and special events planner. Interfaces with outside resources such as volunteers, alumni, patients, other professionals in a defined field or with continuing education students. May be responsible for adherence to program budget and/or other fiscal duties. May assist with grant and contract preparation and submission. May handle data management.

Duties and Responsibilities:

• Coordinate instructional and meeting space reservations
• Assist with reservation invoicing, revenue tracking, and financial documentation
• Monitor space utilization and scheduling activities
• Serve as a point of contact for reservation requests and inquiries under the guidance of departmental leadership
• Maintain reservation procedures, documentation, and user communications
• Generate utilization, reservation, and operational reports
• Assist with room readiness and operational support activities, including day-of-event support as needed
• Coordinate room setup requirements and event space logistics
• Coordinate committee meetings and logistics for the Department of Medical Education and Heersink School of Medicine committees
• Prepare agendas and supporting documentation
• Draft meeting minutes for review and approval
• Maintain some committee records, including: rosters, attendance records, and website updates
• Assist with tracking committee action items and follow-up activities
• Supports committee and governance-related activities, including meeting coordination, preparation of materials, and documentation of discussions
• Assist with maintaining departmental records and operational documentation
• Maintain departmental phone directories and contact information
• Coordinate office supply ordering and inventory management for Department of Medical Education facility maintenance and events
• Process routine purchasing requests and procurement documentation
• Assist with P-Card purchasing, reconciliation, and tracking activities
• Track invoices and payment status for departmental purchases, services, and contracts
• Support departmental operational reporting and financial tracking activities
• Coordinate catering orders and vendor communications for departmental meetings and events
• Coordinate room setup, audiovisual requests, and event logistics
• Manage registrations and attendee communications
• Prepare event materials, signage, and supporting documentation
• Support departmental meetings, retreats, workshops, and special events
• Assist with event budget tracking and post-event reconciliation activities
• Submit routine facilities requests and track work orders
• Assist with operational reporting and data collection
• Support process improvement initiatives and special projects
• Coordinate and maintain departmental service contracts, including Royal Cup and Foliage Down South
• Track contract renewals, invoices, and associated payments
• Assist with facilities, technology, and operational inventory tracking
• Support maintenance coordination and departmental operational readiness initiatives
• Perform other duties as assigned

Salary Range: $18.35 - $25.00

Bachelor's degree in a related field and one (1) year of related experience required. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, and veteran's status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB's Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix.