HudsonAlpha - Program Support Specialist

Position: Program Support Specialist

Position Type: Full-Time

INSTITUTE OVERVIEW

The HudsonAlpha Institute for Biotechnology (www.hudsonalpha.org) is a non-profit organization with the mission to use biotechnology and basic biological research to make important discoveries, improve human health, stimulate economic development, inspire young people to seek careers in science and teach members of the public the importance of science in their everyday lives. Located in Cummings Research Park in Huntsville, Alabama, one of the world's leading science and technology parks, HudsonAlpha's campus contains state-of-the-art laboratories for biological research and development, as well as education, in the areas of genomics, genetics and personalized medicine.

DEPARTMENT OVERVIEW

Educational Outreach is an essential component of the HudsonAlpha mission. The Institute seeks to expand interest in the science, technology, engineering and mathematical fields by developing instructional programs that spark curiosity among students and allow teachers to illustrate the potential of applied research. The education and outreach programs of HudsonAlpha are organized around two guiding principles: preparing the future biotechnology workforce and cultivating an awareness of the influence of genetics and biotechnology on the lives of all citizens.

POSITION SUMMARY

The Program Support Specialist works collaboratively with educational program managers to plan and execute the non-instructional aspects of Educational Outreach programs. This position supports the success of these programs by coordinating necessary resources and information with both internal and external stakeholders and vendors. The Program Support Specialist also employs exceptional customer service standards to ensure a welcoming and comfortable experience for program participants.

JOB SPECIFIC TASKS

• Provide non-instructional support for educational programs as directed by the program manager
• Develop, execute, and monitor registration/application processes, including coordinating the applicant selection process, collecting and archiving participant data, producing participant reports, etc.
• Research and select internal and external venues and caterers based on the specific needs of each program, including confirming and negotiating availability, amenities, menus, pricing, etc.
• Develop and execute strategies for marketing programs to target audience(s), in conjunction with the Communications department, including creating and maintaining collateral such as webpages, brochures and flyers that are consistent in tone and message, upholding HudsonAlpha Institute brand and image
• Compile and distribute pre-arrival information to participants, including processing any required participant forms and waivers
• Coordinate all onsite participant arrival/departure activities, including preparing name tags, implementing check-in/out procedures, distributing information and materials, etc.
• Procure all necessary resources and materials for program implementation, including referencing budgeted expenditures, obtaining quotes, tracking inventory, etc.
• Coordinate and submit all programmatic invoices and payment requests to the Finance department
• Perform other related duties as assigned

EDUCATION AND REQUIRED SKILLS EXPERIENCE

Education and Experience:

• Bachelor's degree in business related discipline preferred
• Minimum 2 years of related experience

Required Skills:

• Service oriented with exceptional attention to detail and well-developed written and oral communication skills
• Strong organizational and project management skills with ability to multi-task and manage time and resources effectively
• Ability to excel within a fast-paced, highly collaborative team structure and a rapidly evolving, scientific industry
• Proficient in utilizing dynamic technologies (e.g., Microsoft Office, G-Suite, etc.) in a professional setting; Adobe CC suite competency a plus
• Highly motivated team player with ability to develop and maintain collaborative relationships with all levels within and external to the organization
• Excellent critical thinking, problem solving and analytical skills
• Demonstrates a high degree of integrity, professionalism, civility and ethics in all job-related activities

Physical Demands/Environmental Factors/Mental Functions

ADA Requirements – The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer - All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an "at-will" basis.

Physical Demands

• Must be able to remain in a stationary position (sit or stand) for prolonged periods (50% of the time).
• Constant moving during hosted events.
• Frequently position self (e.g. stoop, crouch, crawl, bend) and pull and push to maintain computers and audio/visual equipment in the classroom/laboratory.
• Must be able to transport materials required for various experiences. This includes lifting and moving up to 25 pounds of materials (e.g. small stacks of textbooks or media equipment) between classrooms/laboratories and to and from parking lots and buildings.
• Frequent operation of common office equipment (e.g. computers, mobile devices, calculators, copiers, scanners).
• Frequently move around a classroom or HudsonAlpha campus to monitor guests of HudsonAlpha.
• Vision abilities - close vision, distance vision, and ability to adjust/focus.

Environmental Factors

• Moderate noise level (i.e. business office with computers, phone, and printers, light traffic).
• Workspace is generally an indoor office setting and in other common areas throughout HudsonAlpha with controlled temperature conditions.
• Occasional exposure to outdoor environment during portions of the workday including extreme cold or hot temperatures, or inclement weather conditions.

Mental Functions

• Maintain emotional control under stress.
• Communicate effectively, both orally and in writing, in the English language.

It is the policy of HudsonAlpha Institute for Biotechnology, in accordance with all applicable laws, to recruit, hire, train, and promote persons in all job titles without regard to race, color, religion, sex, age, national origin, disability, genetic information, sexual orientation, veteran status, or any other basis prohibited by applicable law.