Travel Coordinator Jobs in Decatur, AL (NOW HIRING)

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

The Clevenger Lab uses genomics to support molecular breeding and democratize genomics in public and private programs worldwide. The lab focuses on tool development for direct application in breeding, including optimizing methods for genetic mapping with emphasis on functional variant discovery, innovating through pangenomes for accurate gene identification, developing pipelines for genotyping structured populations, and optimizing genome-assisted breeding techniques.

POSITION SUMMARY

The Clevenger Lab is seeking an Project Coordinator to oversee the efficient administration of research office operations and provide direct administrative and project coordination support to the Faculty Investigator. This individual will serve as a key liaison between the lab, institutional departments, and external collaborators, including major customer partners. The successful candidate will be detail-oriented, proactive, and able to manage multiple priorities in a fast-paced, collaborative environment.

JOB SPECIFIC TASKS

Administrative Support:

• Serve as an initial point of contact between the research lab and both internal and external stakeholders.
• Orchestrate the flow of information between the Faculty Investigator and their direct reports.
• Manage complex daily schedules and arrange detailed travel itineraries.
• Develop meeting agendas, minutes, and supporting documentation.
• Create, proofread, edit, and archive official documents and correspondence.
• Submit and track expense reimbursements.
• Coordinate laboratory budget preparation, tracking, and reporting.
• Process purchase requisitions for materials and supplies, ensuring appropriate procedures are followed.
• Support the Faculty Investigator in the administrative portions of grant proposals and post-award compliance.
• Plan and execute hosting of scientific meetings, workshops, and conferences.
• Serve as initial departmental contact for visitors-in person, by phone, and via email.
• Perform other related duties as assigned.

Key Customer & Project Management Support:

• Serve as the primary administrative contact for a key external customer, ensuring regular communication, timely response, and professional relationship management.
• Coordinate all aspects of the customer's project, including scheduling meetings, tracking deliverables, maintaining documentation, and monitoring progress toward milestones.
• Facilitate cross-functional collaboration between the lab team, internal stakeholders, and the customer to ensure project goals are met.
• Prepare and distribute project status reports, action items, and follow-up documentation.
• Ensure all project-related administrative and logistical needs are managed efficiently, including procurement, data organization, and reporting requirements.
• Anticipate potential project challenges and support proactive problem-solving alongside scientific and operational leads.

EDUCATION AND REQUIRED SKILLS EXPERIENCE

Education and Experience:

• Bachelor's degree in a related field preferred.
• Minimum two (2) years of progressive office administration experience; project coordination experience strongly preferred.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Working knowledge of basic accounting principles and office management practices.

Required Skills:

• Exceptional attention to detail and accuracy.
• Strong organizational and time management skills.
• Excellent written and oral communication skills with a customer-service focus.
• Proven ability to work effectively in a fast-paced, collaborative environment.
• Adaptable to change and able to manage shifting priorities.
• Demonstrated ability to independently track tasks, deadlines, and deliverables.
• Experience coordinating complex projects or partnerships is highly desirable.