Job detail for Project Coordinator, Population Health & Health Equity

Founded in 1824, the GW School of Medicine and Health Sciences (SMHS) is the 11th oldest medical school in the country and the first in the nation's capital. Since its establishment, the school has been at the forefront of medical education, research, and health equity initiatives.

The Project Coordinator provides high-level project management, operational support, and administrative coordination for the Population Health and Health Equity (PHHE) Pillar, directly supporting the Senior Associate Dean/Executive Director (SAD/ED) and Associate Dean (AD). This role serves as the internal administrative and logistical hub for the Center for Population Health Sciences and Health Equity and the Clinical Public Health and Population Health Practice Program.

This position focuses on project tracking, workflow management, and operational logistics. The Project Coordinator serves as an internal liaison, working directly with central SMHS Pre- and Post-Award teams, Fiscal Coordinators, and the IRB to ensure pillar project timelines, documentation, and reporting milestones stay on track.

Key & Duties:

Research Project Coordination & Operational Liaison

• Serve as the internal project manager for pillar research initiatives, maintaining project plans, tracking task completion, and monitoring timelines across the Center for Population Health Sciences and Health Equity.
• Act as the administrative liaison to central SMHS Pre- and Post-Award teams, gathering required documentation from Principal Investigators (PIs) and facilitating internal workflow so central specialists can execute formal proposal submissions and grant setups.
• Track post-submission IRB documentation, protocol renewal dates, and compliance milestone schedules, assisting PIs with logistical follow-up with the Office of Human Research.
• Maintain internal project dashboards, research progress tracking logs, and reporting schedules across active pillar studies.
• Coordinate logistics for research team meetings, site visits, sub-recipient check-ins, and external advisory panel sessions.

Academic Program & Stakeholder Coordination

• Coordinate with SMHS institutes, programs, and administrative units on academic programs, research initiatives, external relations, and other school-wide activities.
• Provide operational support for the Clinical Public Health and Population Health Practice Program, assisting faculty leadership with meeting logistics, course review scheduling, and student/trainee year-end communications.
• Plan and execute pillar events, academic summits, guest lectures, and faculty committee meetings (including room bookings, catering, AV setup, and minutes).

Pillar Financial & HR Logistics Support

• Assist in managing the budget for the pillar, including non-sponsored budget tracking, expense projections, and serving as the primary point of contact to coordinate with central SMHS Finance on budgetary issues.
• Process day-to-day administrative transactions including honoraria payments, P-card expense reconciliations, purchase orders, vendor invoices, and travel reimbursements via university systems (e.g., iBuy, Concur, EAS).
• Partner with SMHS HR and relevant hiring managers on staffing actions, the hiring process, onboarding materials, and position setup.
• Act as primary timekeeper for the pillar, processing bi-weekly timekeeping and leave requests for the SAD/ED and pillar staff.
• Partner with the Office of Faculty Affairs to successfully execute administrative logistics for leadership recruitments, appointments, and faculty onboarding as directed by the SAD.

Executive Support & Operational Execution

• Provide hands-on executive administrative execution for the Senior Associate Dean/Executive Director and Associate Dean.
• Manage complex executive calendars, scheduling high-level virtual/in-person meetings, prioritizing competing requests, and resolving scheduling conflicts.
• Coordinate domestic travel arrangements for leadership, including flights, lodging, local transport, and detailed physical/digital itineraries.
• Track, document, and maintain licensure and Continuing Medical Education (CME) records for leadership.
• Advise pillar staff and faculty on university administrative procedures and organizational policies.
• Organize and maintain executive files, correspondence, meeting agendas, and action-item tracking logs.

Performs other duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.