International Program Coordinator

Department Description:

Multi-Partner Consortium to Expand Dementia Research in Latin (ReDLat)

This project fosters a Consortium with support from multiple partners whose goal is to expand dementia research in Latin America and the Caribbean (LAC). The Consortium aims to combine genomic, neuroimaging and behavioral (clinical, cognitive) and social determinants of health data to improve dementia characterization and identify novel inroads to treat neurodegeneration in diverse populations. This >5-year project constitutes an unprecedented opportunity to continue fostering regional synergy and multidisciplinary research to promote harmonization of global strategies to treat and, ultimately, prevent dementia in diverse and underserved populations around the world. We have developed an innovative, harmonized, and cross-regional approach on two of the most prevalent neurodegenerative disorders: Alzheimer's disease (AD) and frontotemporal dementia (FTD).

This project provides a basic platform anchored in Argentina, Brazil, Colombia, Chile, Mexico, and Peru, that is supplemented with clinical research expertise from the University of California, San Francisco (UCSF) Fein Memory and Aging Center, genomics expertise from the University of California, Santa Barbara, and bioinformatics infrastructure and expertise from HudsonAlpha. Satellite projects also expand the initial ReDLat initiative to include family assessments, EEG recordings, natural speech analysis, epigenetics, circadian characterization, and learning experiences.

ABOUT THE EDWARD AND PEARL FEIN MEMORY AND AGING CENTER

The mission of the Edward and Pearl Fein Memory and Aging Center (Fein MAC) is to provide the highest quality of care for individuals with cognitive problems, to conduct research on causes and cures for degenerative brain diseases, and to educate health professionals, patients and their families. More information at www.memory.ucsf.edu

ABOUT UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences

Job Summary:

The International Program Coordinator provides administrative and program management for the Multi-Partner Consortium to Expand Dementia Research in Latin (ReDLat) research study. They provide administrative coordination for international subcontracts for institutions primarily located in Latin America and the United States, providing budget preparation guidance for new subcontracts as well as subcontract amendments, as well as invoice review before invoices are submitted for payment. They assist in coordinating multi-national research committees and the annual meeting of researchers. Additionally, they assist the investigators and

program manager with development of new grant proposals, including liaising with UCSF's pre-award team, preparing budgets and budget justifications, managing submission timelines, and preparing IRB and administrative documents for the grant submission. The Program Coordinator works in a mission-driven work environment and is adept at managing multiple competing priorities. Written and spoken Spanish and/or Portuguese language skills are a plus.

Required Qualifications:

• Bachelor's degree in related area and minimum three years of experience / or equivalent experience / training
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Ability to use discretion and maintain confidentiality
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Willingness to periodically travel internationally

Preferred Qualifications:

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Solid knowledge of common University-specific computer application programs
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Spanish language skills
• Portuguese language skills
• Experience working with financial aspects of NIH grants

%

of time

Essential Function (Yes/No)

Key Responsibilities

50%

Yes

Provide administrative coordination for large number of international subcontract sites

Subcontract preparation and amendments:

• Provide guidance to sites to assist with preparation of budgets, justifications, scopes of work, and fund advance budgets for new subcontracts

• Coordinate subcontract budget amendments

• Interface and correspond with UCSF pre-award team, answering questions and responding to requests

• Gather IRB approvals, hardship letters, PI assurances, registration numbers

• Follow up with UCSF subcontract desk, answering questions and responding to requests

• Communicate with sites, answering questions, providing translations

• Follow up with UCSF post-award team to ensure proper budget allocation

• Provide guidance to subcontract sites on invoice templates and procedures

• Maintain team internal database of subcontract invoices

Fiscal and budget oversight:

• Review all subcontract invoices for accuracy before submission for payment
• Meet with sites as needed to answer budget and invoice questions

40%

Provide program coordination for international researcher collaboration

Coordinate research committees:

• Maintain accurate email lists for each working group

• Schedule meetings

• Prepare agendas and share with chairs, coordinate speakers, prepare data for presentation

• Manage agenda during calls

• Take notes, track action items, follow up on action items

• Manage review of collaboration requests

Assist with annual meeting preparations:

• Prepare invitations

• Manage attendee list

• Draft agendas & arrange speakers

• Coordinate travel

Manage database access requests:

• Liaise with investigators and Industry Contracts Division for establishment of new data use agreements
• Request/track accounts for new users in various Fein Memory and Aging Center databases

10%

Yes

Assist investigators and program manager with development of new and renewal grant applications

• Interface with UCSF pre-award team

• Manage grant submission timelines

• Prepare subaward documents and obtain necessary approvals

• Draft budgets & budget justifications

• Review and edit NIH biosketches

• Draft letters of support

• Draft IRB and administrative documents for proposals

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

%

of time

Essential Function (Yes/No)

Key Responsibilities

50%

Yes

Provide administrative coordination for large number of international subcontract sites

Subcontract preparation and amendments:

• Provide guidance to sites to assist with preparation of budgets, justifications, scopes of work, and fund advance budgets for new subcontracts

• Coordinate subcontract budget amendments

• Interface and correspond with UCSF pre-award team, answering questions and responding to requests

• Gather IRB approvals, hardship letters, PI assurances, registration numbers

• Follow up with UCSF subcontract desk, answering questions and responding to requests

• Communicate with sites, answering questions, providing translations

• Follow up with UCSF post-award team to ensure proper budget allocation

• Provide guidance to subcontract sites on invoice templates and procedures

• Maintain team internal database of subcontract invoices

Fiscal and budget oversight:

• Review all subcontract invoices for accuracy before submission for payment
• Meet with sites as needed to answer budget and invoice questions

40%

Provide program coordination for international researcher collaboration

Coordinate research committees:

• Maintain accurate email lists for each working group

• Schedule meetings

• Prepare agendas and share with chairs, coordinate speakers, prepare data for presentation

• Manage agenda during calls

• Take notes, track action items, follow up on action items

• Manage review of collaboration requests

Assist with annual meeting preparations:

• Prepare invitations

• Manage attendee list

• Draft agendas & arrange speakers

• Coordinate travel

Manage database access requests:

• Liaise with investigators and Industry Contracts Division for establishment of new data use agreements
• Request/track accounts for new users in various Fein Memory and Aging Center databases

10%

Yes

Assist investigators and program manager with development of new and renewal grant applications

• Interface with UCSF pre-award team

• Manage grant submission timelines

• Prepare subaward documents and obtain necessary approvals

• Draft budgets & budget justifications

• Review and edit NIH biosketches

• Draft letters of support

• Draft IRB and administrative documents for proposals

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)