HudsonAlpha - Program Support Specialist

HudsonAlpha Institute for Biotechnology is a non-profit organization dedicated to using biotechnology and basic biological research to make important discoveries, improve human health, stimulate economic development, inspire young people to pursue science careers, and educate the public on the importance of science in daily life. Located in Cummings Research Park in Huntsville, Alabama, HudsonAlpha features state-of-the-art laboratories for genomics, genetics, and personalized medicine research and education.

About the role

The Program Support Specialist collaborates with educational program managers to plan and execute the non-instructional aspects of Educational Outreach programs. This role ensures program success by coordinating resources and information with internal and external stakeholders and vendors, while maintaining exceptional customer service to create a welcoming experience for participants.

Responsibilities

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

Requirements

• Bachelor’s degree in a business-related discipline preferred.
• Minimum of 2 years of related experience.

Skills

• Service-oriented with exceptional attention to detail and strong written and oral communication skills.
• Strong organizational and project management skills, with the ability to multi-task and manage time and resources effectively.
• Ability to excel in a fast-paced, collaborative team environment within a rapidly evolving scientific industry.
• Proficient in dynamic technologies (e.g., Microsoft Office, G-Suite) in a professional setting; Adobe CC suite competency a plus.
• Highly motivated team player with the ability to develop and maintain collaborative relationships at all levels, both internally and externally.
• 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

• Must be able to remain in a stationary position (sit or stand) for prolonged periods (50% of the time).
• Constant movement during hosted events.
• Frequent positioning (e.g., stoop, crouch, crawl, bend) and pulling/pushing to maintain computers and audio/visual equipment in classrooms/laboratories.
• Ability to transport materials up to 25 pounds (e.g., textbooks, media equipment) between classrooms, laboratories, parking lots, and buildings.
• Frequent operation of common office equipment (e.g., computers, mobile devices, calculators, copiers, scanners).
• Frequent movement around classrooms or the HudsonAlpha campus to monitor guests.
• Vision abilities: close vision, distance vision, and ability to adjust/focus.

Environmental Factors

• Moderate noise level (e.g., office environment with computers, phones, and printers, light traffic).
• Workspace is primarily indoors in an office or common areas with controlled temperature conditions.
• Occasional exposure to outdoor environments, including extreme temperatures or inclement weather.

Mental Functions

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