NIH-U24 Project Coordinator
Full/Part Time: Full-Time
This position is responsible for providing User Project and admin support, metric tracking, and reporting to ensure proactive coordination of activities in support of a new NIH funded cryo-EM center that is a collaboration between Pacific Northwest National Laboratory and Oregon Health Sciences University.
This position is an offsite assignment in Portland, Oregon where the incumbent will be working directly with OHSU and PNNL staff as well as a diverse external user base. Activities include coordinating the user proposal calls; assisting and routing proposal submissions; tracking technical, ESS&H, and peer reviews for timely processing of proposals; coordinating kick-off calls for improved communication between center staff and project team members; ensuring access to facilities and instruments via established badging and training system requirements; welcoming project team members visiting onsite; and procurement of center materials and supplies.
This position will ensure timely and effective communication to all appropriate stakeholders and is responsible for all aspects of scheduling, planning and producing meetings for the program.
This position is responsible for:
• Synchronization of Call for Proposals through calendared events and verbal and written communication to staff and Proposal Review Panel (PRP) members. Incumbent partners with center executive committee to establish and maintain quality review panels representing relevant disciplines and topic areas, to establish interest, availability and self-select choices for peer review assignments
• Coordination of proposal reviews through established workflow. Includes tracking proposals from submission to decision, including initial screening of submitted proposals for adherence to published guidance, working with principal investigators throughout the life of the project, communicating with the center staff and ESSH reviewers to field questions related to the proposal and associated hazards, provide status updates throughout the review workflow, and coordinate actions due.
• Providing logistical support for PRP videoconference/teleconference meetings. Prepare proposal documents tailored to each reviewer to avoid conflicts of interest during meetings.
• Processing onsite and remote Users. Activities include facilitating Foreign National Visit and Assignment requests, OHSU badges, proximity requests, lab access, PNNL network account requests, instrument hour allocations and approval processing for proposals.
• Tracking OHSU and PNNL User legal agreements through approval lifecycle. Includes corresponding internationally with institutions to identify individuals authorized to sign the User Agreements; work with users to ensure individual Acknowledgement Forms are in place prior to gaining access to center resources.
• Running monthly user OHSU and PNNL training reports, notifying users of refresher training due, and tracking actions to ensure users have uninterrupted access.
• Maintaining accurate user publication records by reviewing ISI and quarterly summary/extension reports to confirm products are properly recorded for reporting to NIH. Contact PIs to ensure publications identified in ISI reports are tied accurately to project IDs.
• Coordinating logistics such as hotel reservations and meals, communicating directly with speakers, facility representatives and others. Meetings include symposia, training workshops, collaborative meetings, team progress review meetings as well as meetings for the External Advisory Committee.
• Processing financial reimbursements and travel and meal costs through OHSU's Oracle system.
This position also requires that the incumbent be knowledgeable in the centers research capabilities available to users and maintain a broad level of knowledge about the requirements for access to the instruments via the proposal process and security requirements. The incumbent must maintain effective communication with the center staff and help resolve issues of varying complexity. Due to the intricate nature of the proposal review and approval process, and the systems used to track these processes, this position requires an incumbent with a broad understanding of EMSL, PNNL and OHSU operations, integration of EMSL functions with Laboratory policies and procedures, and coordination of activities with extensive internal and external contacts. The incumbent will be responsible for sound, independent judgment and will have decision making authority as it relates to existing policy and processes. Although this job is full-time in Portland, OR, if the incumbent does not already have the needed experience with the user management system, the incumbent must be willing to visit PNNL and EMSL (Richland, WA) for a 4-6 week onsite training at the beginning of the assignment to become a fully independent user coordinator familiar with the EMSL user system. This temporary visit will be considered business travel and reimbursed accordingly.
Equal Employment Opportunity
Battelle Memorial Institute (BMI) at Pacific Northwest National Laboratory (PNNL) is an Affirmative Action/Equal Opportunity Employer and supports diversity in the workplace. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital or family status, sexual orientation, gender identity, or genetic information. All BMI staff must be able to demonstrate the legal right to work in the United States. BMI is an E-Verify employer. Learn more at jobs.pnnl.gov.
High school diploma and 8+ years of relevant experience. Associate’s degree and 4+ years of relevant experience.
• Bachelor’s degree plus 3 years of relevant experience preferred, or 6 years of relevant experience including workflow coordination, lifecycle management, access control responsibilities, reporting and analysis, and managing client/user and manager relationships.
• Demonstrated experience as a lead/key contributor for projects and/or tasks. Well known for teamwork, strong interpersonal skills, and a high degree of tolerance for ambiguity.
• Demonstrated experience initiating projects, planning, and working independently to complete projects. Demonstrated strong organizational skills.
• Demonstrated experience in taking initiative to streamline processes and increase efficiency.
• Knowledge of OHSU or PNNL training requirements, EMSL Systems (EUS/ERS/EUP) and operations, FNVA, IOPs, and basic knowledge of OHSU or PNNL financial systems is highly desirable.
• Computer skills, including word processing, web searching, database entry, spreadsheet and/or database creation.
• Able to work under pressure of deadlines, frequent interruptions, and changing priorities.
Organization and Job ID
Job ID: 308106
Directorate: Earth & Biological Sciences
Division: Environmental Molecular Sciences Laboratory
Group: Biosystems, Dynamics & Simulation