Project Coordinator

The Organization

As an independent research organization, the Morgridge Institute for Research explores uncharted scientific territory to discover tomorrow’s cures. In affiliation with the University of Wisconsin-Madison, we support researchers who take a fearless approach to advancing human health in emerging fields such as regenerative biology, metabolism, virology and medical engineering. Through public programming, we work to inspire scientific curiosity in everyday life.

The Opportunity

The Project Coordinator assists the CTO and the Associate Scientist in multiple projects and administrative duties. The Project Coordinator will coordinate and participate in outreach events for multiple projects led by the CTO and Associate Scientist. This position will lead the end user media process and take part in defining a consistent marketing message on end-user capabilities that reflect the production software implementation for the Software Assurance Marketplace (SWAMP) project. This position also assists with managing user and UI feedback and participates in user interface (UI) design for SWAMP. This position will provide administrative support for the Core Computational Technology challenge area, by providing a wide range of administrative, clerical, and organizational support, including data entry, calendar management, preparing correspondence, and assisting with internal and external communications.

Primary Responsibilities

  • Serve as a point of contact for users of SWAMP through collecting and coordinating feedback from users. Coordinate user feedback with the Project Manager to ensure implementation aligns with timelines.
  • Respond to user support tickets and coordinate resolution with software developers and Project Manager.
  • Update and manage content on social media sites.
  • Content management and updates for SWAMP project website.
  • Maintain mailing lists and contacts. Send electronic communication to users and mailing lists.
  • Manage trade show participation and coordination.
  • Plan, prepare, and present at outreach events including SWAMP User Meetings, trade shows/conferences, and other external outreach events.
  • Collaborate with others on the SWAMP project and with campus or external groups to develop and present educational outreach focused on Continuous Software Assurance, including high school and college level programs.
  • Responsible for bi-weekly, monthly, quarterly, and/or ad hoc reports.
  • Support the Project Manager with project tracking, financial reporting, and grant proposals.
  • Maintain physical and electronic files and perform other organizational tasks.
  • Create, prepare, edit, and proof-read documents, power point presentations, and other correspondence.
  • Assist with presentations, including gathering information as appropriate; formatting and proofing slides; posting presentations for staff to access.
  • Produce and maintain SWAMP software documentation.
  • Coordinate calendars and meetings by scheduling, generating agendas, reserving rooms, inviting attendees, and booking resources/catering as needed.
  • Event planning for single-day meetings through multi-day conferences. Prepare registration materials; manage reservations for event space, hotels, catering, and receptions; send and review attendee surveys; manage budget and invoice payment.
  • Complete expense reports and assist with travel arrangements and reimbursements.
  • Record, type, and distribute meeting minutes.
  • Provide backup assistance to other administrative staff, as necessary.
  • Potentially manage a student office assistant.
  • General office administration tasks and requests for maintenance.
  • Special projects as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions.

Education and Experience

  • Bachelor’s degree in engineering, information technology, mathematics, or scientific discipline or equivalent experience
  • At least two years of experience in outreach, process enhancement, technical support, or related experience is required

Knowledge, Skills and Abilities Required

  • Strong customer service orientation and ability to communicate effectively with engineers and researchers on a regular basis, along with individuals of all levels internally within the organization and externally.
  • Experience with scientific, engineering, and/or software processes and procedures
  • Ability to manage scheduling risks and planning contingencies is essential
  • Ability to multitask with flexibility to adapt
  • Ability to work independently and collaboratively
  • Ability to present project topics to a large audience
  • Strong knowledge with a variety of computer software applications and familiarity with databases
  • Ability to maintain high level of confidentiality and demonstrate high degree of accuracy, reliability, and responsibility
  • Strong attention to detail in composing, typing, and proofing materials
  • Ability to prioritize
  • Demonstrates use of respect and dignity in decisions, communications, and actions

To apply:

Qualified individuals interested in this opportunity are required to submit a cover letter and resume as one document via the link below.

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