Program Coordinator

Updated: Tomorrow
Job ID: 215284
Status: Full-Time
Regular/Temporary: Regular
Location: Rockville, MD, United States

Join the HJF Team!

HJF is seeking a Program Coordinator to support the Diagnostics and Countermeasures Branch (DCB) located in Rockville, Maryland. HJF provides scientific, technical and programmatic support services to DCB. 

The incumbent is responsible for providing administrative and program coordination activities support to the Specimen Processing Laboratory and Biorepository (SPL/BioR) within the Diagnostics and Countermeasures Branch (DCB), for the Walter Reed Army Institute of Research (WRAIR). The SPL/BioR provides specimen processing, archival storage and shipment of specimens in support of WRAIR’s Military HIV Research Program (MHRP), the Emerging Infectious Disease Branch (EIDB) and the Infectious Disease Clinical Research Program (IDCRP). He/She will be responsible for working with SPL/BioR Management to coordinate all activities of the SPL/BioR to include implementing Good Clinical Laboratory Practice (GCLP) standards, preparing the facility for College of American Pathologists (CAP) accreditation, upgrading specimen management and quality systems, maintaining the budget, overseeing purchasing of equipment and supplies, coordinating implementation of new clinical trials, and providing overall administrative support to the Group. The incumbent will report directly to the Laboratory Director. He/she will work as part of the Management Team to streamline work activities, develop a comprehensive training program for staff, and maintain cost efficiencies.


  1. Reports directly to the Laboratory Director and works to prepare and maintain the facility’s budget, oversee purchasing, and implementing cost efficiencies throughout the Department
  2. Provides administrative support to SPL/BioR management Team by drafting memos and other correspondence, maintaining the Department’s calendar by planning and scheduling meetings, conferences, training sessions and reviewing training/travel requests.  
  3. Works with the Laboratory Director/ Laboratory Manager in maintaining/tracking key facility activities ensuring all tasks are completed within the required timelines; these include but are not limited to supporting key activities of the SPL/BioR in facility operations, customer service and implementation of new activities/clinical trials/missions.
  4. Works with SPL/BioR management to implement quality systems within the Specimen Processing Laboratory and Biorepository; helps prepare the facility for CAP accreditation.
  5. Routinely handles confidential and sensitive information, supports the Department in processing the personnel hiring actions.
  6. Works with the SPL/BioR Management Team and LIMS Administrator in maintaining the specimen management systems used by the SPL/BioR; this will include working as part of the team to upgrade these systems, generate specimen pull lists, communicating with requestors, submitting data reports to investigators/sponsors/site personnel as required and in compliance with all regulatory guidelines. 
  7. Serves as a back up to the Study Coordinator and LIMS Administrator as needed.  
  8. Participates as a representative of the SPL/BioR and on behalf of the Laboratory Director on conference calls and in other meetings related to quality or operations as needed; drafts summaries of calls and communicates any pending SPL/BioR action items to Laboratory Director.  
  9. Works with the Management team to develop a comprehensive training program for SPL/BioR staff around safety, standard operating procedures (SOPs), quality systems and best practices for specimen processing and maintaining a biorepository; assists in the preparation of training meeting agendas and presentations; provides training in collaboration with the management team and consultants as needed. 
  10. Works with the DCB Operations Office and SPL/BioR management to in-process new employees, introduce them to staff and orient them to operations.
  11. Welcomes visitors and customers by greeting them, in person or on the telephone and answering or directing inquiries.
  12. Works with Management to review operating practices and implement improvements where necessary.
  13. Provides and maintains the department office files and supplies.
  14. Completes other duties as assigned.

Required Knowledge, Skills and Abilities: Excellent written and oral communication skills. Previous experience implementing quality systems within a laboratory or biorepository a plus; knowledge of GCLP or CAP a plus. Ability to succinctly capture decisions and action items during meetings, and to write clear and concise meeting summaries. Ability to work independently once trained, excellent record keeping skills, excellent interpersonal and communication skills.  Ability to multi-task and to prioritize work to meet deadlines. Ability to identify areas for process improvement for better efficiency. Experience with Macintosh and PC related software to include EXCEL, Word and PowerPoint.  

Minimum Education/Certification Requirements: B.S. in Science or related field.

Minimum Experience: 0-2 years of experience. Prefers at least one year working in a laboratory or biorepository environment or supporting program Operations in a related field. 

Physical Capabilities: Job performance requires long periods of sitting at a computer terminal or desk.

Supervisory Controls: The incumbent will report directly to the Laboratory Director of the SPL/BioR, within the DCB, Rockville, Maryland.

Work Environment: Main office location 13 Taft Court, Rockville, Maryland but may spend some time working at WRAIR, 9100 Brookville Road, BLDG. 503, Silver Spring, MD 20910. This department supports work of investigators of diverse scientific disciplines and nationalities and requires good interpersonal skills for effective job performance.

Work Schedule: Monday - Friday.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, addresses, education, and credentials, a criminal background check, drug screening, and a department of motor vehicle (DMV) check.  

HJF is an equal opportunity and affirmative action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.