Scheduled Hours

40

Position Summary

The Project/Program Coordinator will serve as the primary administrative and operational lead supporting the Vice Chair of Imaging Sciences and AI Research and Founding Director of the Center for Computational and AI-enabled Imaging Sciences (C2AIS).

This individual will provide high-level leadership for the administrative, operational, and programmatic infrastructure required to build, advance, and sustain the C2AIS; support the strategic and administrative management of the Vice Chair’s computational imaging research enterprise; and provide supervisory oversight for the administrator supporting the Computational Imaging Research Center (CIRC).

This role is designed for an experienced, proactive, and strategically minded administrator who can function with a high degree of independence, judgment, and discretion. The position will oversee a broad portfolio that includes center operations, strategic planning support, program development, faculty and stakeholder coordination, executive-level communications, event and initiative management, administrative supervision, and research program administration.

The role will devote effort to C2AIS administration, C2AIS-CIRC cross-center coordination activities, and conduct the administration of the research laboratory and program.

Job Description

Center Administration for C2AIS:

• • Manage the day-to-day administrative operations of C2AIS.
  • Serve as the primary administrative point of contact for center-related activities, communications, and logistics.
  • Support implementation of the Center’s strategic priorities, annual objectives, and operational goals.
  • Coordinate meetings for Center leadership, affiliated faculty, advisory groups, and working groups.
  • Track action items, deadlines, and deliverables across Center initiatives.
  • Develop, organize, and maintain efficient administrative systems and standard operating procedures for Center functions.
  • Coordinate activities across departments, divisions, institutes, and institutional collaborators participating in C2AIS.
  • Facilitate communication among faculty affiliates, trainees, staff, and institutional partners.
  • Support preparation of annual reports, presentations, summaries, and other materials for institutional leadership.
  • Help coordinate faculty recruiting visits and manage other event logistics.
  • Assist with Center communications, announcements, newsletters, website content, and other external-facing materials. Serve as a liaison to the MIR Communications & Marketing team.
  • Support budget tracking, purchasing, reimbursements, invoice processing, and other administrative financial activities for Center operations.
  • Help collect, organize, and track Center activity metrics, accomplishments, and reporting needs.
  • Provide administrative support for special projects, new partnerships, and strategic initiatives related to the growth and development of the Center.
  • Manage calendar and scheduling for Center-related activities and Vice Chair.

• • Provide supervisory oversight to the Center administrators (in the future as more are added).

Cross-Center Coordination Activities:

• • Provide supervisory oversight to the administrator supporting the CIRC.
  • Help align administrative workflows, priorities, and communications across C2AIS and CIRC.
  • Coordinate and track space assignments within the shared C2AIS/CIRC space.

Administration of the Vice Chair’s Research Laboratory and Program:

• • Coordinate lab meetings, project meetings, and research-related scheduling.
  • Maintain research group rosters, schedules, contact lists, and administrative records.
  • Support administrative coordination of individual, collaborative, and multi-investigator research projects.
  • Track project timelines, milestones, deadlines, and reporting requirements.
  • Assist with the administrative aspects of grant proposal development, submission, renewals, and progress reporting.
  • Help assemble proposal materials and coordinate with grants management staff, collaborators, and institutional offices.
  • Coordinate onboarding, appointments, and related personnel processes for members of the research group.
  • Assist with budget tracking, purchasing, reimbursements, and other financial processes related to the research portfolio.
  • Help establish and maintain organized workflows that support effective management of the laboratory and broader research enterprise.
  • Academic Administrative duties for Vice Chair.

Working Conditions:
Job Location/Working Conditions:

• Normal office environment.
• Ability to travel to various on- and off-campus locations.

Physical Effort:

• Typically sitting at a desk or table.
• Repetitive wrist, hand or finger movement.

Equipment:

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications:

The ideal candidate will bring strategic judgment, operational sophistication, exceptional organizational skills, and the ability to serve as a trusted partner to senior academic leadership. The role will work closely with Center leadership, faculty affiliates, departmental administrative staff, finance and grants personnel, and institutional partners across WashU and the Mallinckrodt Institute of Radiology. The position will serve as the principal administrative partner supporting coordination across C2AIS, CIRC, and the Vice Chair’s research program.

• Prior experience supporting an academic center, institute, division, chair’s office, or senior faculty leader.

• Experience in research administration, grant coordination, or academic medicine.

• Familiarity with budgeting, reimbursements, and administrative financial processes.

• Experience supporting interdisciplinary programs involving research, education, and institutional partnerships.

• Experience coordinating seminars, workshops, conferences, or visiting speaker programs.

• Familiarity with the administrative environment of a medical school, radiology department, or research-intensive university setting.

• Ability to help build administrative systems and processes for a new or growing program.

• Interest in or exposure to imaging sciences, computational research, artificial intelligence, or related scientific fields.

• Prior experience supervising administrative staff in an academic or research environment.

• Experience supporting multiple related centers, programs, or faculty-led enterprises within an academic medical center.

Preferred Qualifications

Education:

Master's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Academic Advising, Academic Collaboration, Action-Oriented, Adaptability, Collaborative Spirit, Confidentiality, Critical Thinking, Deadline Management, Diversity Awareness, Effective Listening, Effective Written Communication, Experiential Education, High Accuracy, Microsoft Office, Oral Communications, Oral Presentation, Organizing, Outreach Development, Prioritization, Sound Judgment, Student Mentoring, Student Success, Work Efficiency, Working Independently, Workload Management

Grade

G10

Salary Range

$49,700.00 - $82,100.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.