Program Coordinator II - Texas SHIELD & HPOC

About The Position

The Program Coordinator II is responsible for coordinating activities associated with a specific program or group of programs in a specialty/functional area including scheduling, coordination of communication, data management, document preparation, and process improvement. The Program Coordinator II will also provide proposal support with technical input and development of relevant program experience/past performance.

This is a full time opportunity that will be required to work on site at the University of Texas San Antonio, Military Health Institute in San Antonio, TX. Background checks will be administered.

Salary Range

$80,000 - $90,000. Salaries are determined based on several factors including external market data, internal equity, and the candidate’s related knowledge, skills, and abilities for the position.

Qualifications:

• Bachelor’s degree in business, healthcare/sciences, project management, research administration, or a related field, or equivalent combination of education and experience

• Minimum 3–5 years of progressively responsible experience in project/program coordination, project management, research administration, healthcare, federal programs, or related fields

• Demonstrated experience coordinating multiple stakeholders, meetings, schedules, deliverables, action items, and competing priorities across complex programs

• Experience developing and maintaining project management tools such as integrated schedules, action trackers, dashboards, risk/issue logs, decision logs, and performance measures

• Strong written and oral communication skills with demonstrated ability to interact professionally with senior leaders, investigators, program staff, and external partners

• Ability to exercise independent judgment, anticipate follow-up requirements, identify potential delays or risks, and escalate issues appropriately in a fast-paced environment

• Experience supporting federally funded research, DoD programs, academic research, consortiums, centers, or other multi-institutional initiatives preferred

• Knowledge of military health, human performance, trauma research, federal R&D, DARPA, Other Transaction Authorities (OTAs), Research Project Agreements (RPAs), or sponsored research preferred

• PMP, CAPM, or other project management training/certification preferred

Responsibilities:

Texas SHIELD Responsibilities

• Support execution and maintenance of the Texas SHIELD Program Management Plan, governance framework, POA&M, communications cadence, research planning process, risk-management processes, and sponsor reporting requirements

• Coordinate administrative and logistical activities for the Texas SHIELD Consortium Management Committee, including scheduling, agendas, materials, action tracking, decision documentation, and follow-up

• Support coordination of the Texas SHIELD research proposal lifecycle, including timelines, proposal intake and tracking, review activities, conflict-of-interest documentation, selection materials, and communications with participating organizations

• Maintain trackers and supporting documentation for Research Project Agreements (RPAs), project milestones, deliverables, KPIs/TPMs, risks, reporting requirements, modifications, subawards, and other portfolio activities

• Coordinate with appropriate MHI/Geneva functional experts supporting RPA execution, subawards, project funding, financial monitoring, compliance, and DARPA requirements

• Support routine monitoring of research portfolio progress and assist the Senior Program Manager in identifying overdue actions, schedule impacts, reporting needs, and issues requiring corrective action or escalation

• Support preparation and coordination of Texas SHIELD program status reports, leadership briefings, annual performance reviews, investigator engagement activities, and annual research planning

Human Performance Consortium Responsibilities

• Support the day-to-day operation of HPOC, including consortium governance activities, working groups, member engagement, stakeholder meetings, workshops, symposia, and special initiatives

• Maintain HPOC membership, stakeholder, partner, and capability information and support development of a current consortium partner and capability inventory

• Coordinate collaborative activities among investigators, academic institutions, military stakeholders, industry partners, federal agencies, operational end users, and other consortium participants

• Support outreach, onboarding, and engagement of new HPOC partners and collaborators as directed by the Senior Program Manager

• Track partnership activity, research collaborations, strategic opportunities, funding pursuits, and other measures of consortium growth, participation, and impact

• Support development and dissemination of HPOC communications, presentations, meeting materials, research updates, and other materials that promote consortium engagement and visibility

Cross-Portfolio Responsibilities

• Support the Senior Program Manager – Texas SHIELD | HPOC Strategic Lead in the day-to-day coordination and execution of activities across the Human Performance Optimization Consortium (HPOC) and Texas SHIELD

• Coordinate program and consortium meetings, working groups, committee meetings, research planning sessions, stakeholder engagements, workshops, and other program activities

• Develop agendas, coordinate meeting logistics and materials, capture decisions and action items, and support timely follow-up and closure of outstanding actions

• Maintain integrated program schedules, calendars, milestone trackers, action logs, stakeholder lists, decision logs, risk/issue trackers, and other program management tools

• Coordinate routine communications among UTSA/MHI leadership, Geneva, investigators, consortium members, academic institutions, military organizations, federal stakeholders, industry partners, and other collaborators

• Maintain organized and current program documentation, shared repositories, governance materials, reports, presentations, and stakeholder communications

• Support development and maintenance of implementation plans, including the Texas SHIELD Plan of Action and Milestones (POA&M), and track progress against established milestones and deliverables

• Track Key Performance Indicators (KPIs), Technical Performance Measures (TPMs), schedules, deliverables, risks, dependencies, and action items; identify potential delays or issues for escalation to the Senior Program Manager

• Assist with preparation of executive briefings, dashboards, status reports, research portfolio updates, meeting materials, and sponsor-facing communications

• Coordinate with Geneva and MHI functional personnel supporting award management, finance, contracting, regulatory compliance, communications, business development, procurement, and other operational requirements

Program Execution and Continuous Improvement Responsibilities

• Organize and prioritize a moderate to high volume of complex work across both initiatives and proactively manage deadlines and follow-up requirements

• Support implementation of standardized program management processes, templates, documentation practices, and reporting tools across the HPOC and Texas SHIELD portfolios

• Identify opportunities to improve coordination, communication, workflow, documentation, and program efficiency and recommend solutions to the Senior Program Manager

• Provide problem-solving and coordination support when activities are delayed, dependencies are unresolved, or stakeholder actions require additional follow-up

• Maintain awareness of the distinct mission, governance, funding, sponsor, and compliance requirements of HPOC and Texas SHIELD while supporting appropriate coordination across the two initiatives