Specialist, Program - SOM EPH Genomic Epi & Cln Outcomes

The Center for Health AI Evaluation (CHAIE) and Division of Genomic Epidemiology and Clinical Outcomes are hiring a contractual Program Specialist to provide comprehensive administrative, writing, operational, and event management support for the Center for Health AI Evaluation and related division initiatives. This position is responsible for coordinating day-to-day administrative operations, planning and executing meetings and events, managing schedules and communications, and supporting division programs and special projects.
The incumbent serves as a key liaison among faculty, staff, students, external partners, vendors, and senior leadership. The position requires a high degree of professionalism, discretion, organization, initiative, and independent judgment in managing multiple priorities, anticipating operational needs, supporting division initiatives, and coordinating activities that advance the division's objectives.

Responsibilities
Center for Health AI Evaluation Support

- Provide administrative and operational support for Center for Health AI Evaluation initiatives, programs, and strategic priorities.

- Coordinate meetings, workshops, webinars, symposiums, and collaborative activities involving faculty, clinicians, researchers, industry partners, community stakeholders, and external organizations.

- Assist with the preparation, organization, and dissemination of reports, presentations, briefing materials, correspondence, and other Center communications—including on social media platforms

- Assist with management of the Center for Health AI Evaluation's website and digital communications, including content updates, event promotion, announcements, and dissemination of Center resources.

- Maintain records and tracking systems related to Center programs, projects, partnerships, activities, and performance metrics.

- Lead logistical planning and execution of Center events, including venue coordination, registration, catering, audiovisual support, speaker management, travel arrangements, and participant communications.

- Develop event timelines, project plans, communications, and promotional materials for Center activities.

- Conduct post-event evaluations and provide recommendations for improvement.

- Assist with planning and execution of educational programs, outreach initiatives, conferences, and special events related to health AI, digital health, and emerging technologies.

- Monitor project timelines, deliverables, and administrative requirements to support successful completion of Center initiatives.

- Support the Center's efforts to foster collaboration among academic, clinical, industry, government, and community partners.

Faculty Support

- Manage complex calendars, scheduling, and meeting coordination for division faculty.

- Support faculty academic, research, and professional advancement activities by maintaining documentation required for grant submissions, promotions, nominations, awards, and professional recognition opportunities.

- Assist faculty and leadership with the preparation, formatting, editing, and maintenance of curriculum vitae (CVs), biosketches, other support documents, and professional credentialing materials.

- Coordinate the collection, review, and submission of letters of recommendation, nomination letters, promotion and tenure materials, and other academic or professional documentation.

- Maintain organized records of faculty accomplishments, publications, presentations, awards, and professional activities to support reporting, accreditation, and recognition efforts.

- Provide administrative support for faculty recruitment, onboarding, evaluations, and professional development initiatives as needed.

Stakeholder Engagement

- Build and maintain positive relationships with faculty, staff, students, community organizations, and external partners.

- Coordinate meetings with internal and external stakeholders and facilitate follow-up actions.

- Represent the division professionally during events and outreach activities.

- Assist leadership with special initiatives and strategic projects as assigned.

Writing

- Maintain websites, draft blog posts and press releases for scientific subjects

- Edit manuscripts for clarity

Qualifications
Minimum Qualifications
Education: Bachelor's degree in a related field.
Experience: Two (2) years of progressively responsible administrative, office management, event planning, program coordination, or project management experience.
Preferred Qualifications

- Experience planning large-scale events, conferences, or academic programs.

- Experience with budget tracking.

- Experience supporting executive or senior leadership.

- Experience with website content management, marketing, or communications.

- Experience in higher education, healthcare, nonprofit, or professional association environments.

Knowledge, Skills, and Abilities

- Proficiency in Microsoft Office Suite, SharePoint, and virtual meeting platforms.

- Excellent organizational and project management skills.

- Strong attention to detail and ability to prepare accurate professional and academic documents.

- Strong event planning and logistics coordination experience.

- Ability to manage multiple projects simultaneously while meeting deadlines.

- Strong verbal and written communication skills.

- Ability to exercise sound judgment, diplomacy, and discretion.

- Ability to work independently and collaboratively in a fast-paced environment.

- Demonstrated problem-solving and critical-thinking abilities.

- Ability to anticipate needs, proactively address issues, and implement effective solutions.