The Program Coordinator - Consortium and Pilot Projects

Quantum Infotec AG seeks a Program Coordinator to support consortium and pilot projects in quantum technology. The role involves coordinating multi-partner initiatives, managing project logistics, and ensuring compliance and communication across academic and industry partners.

The Program Coordinator supports the Director of Strategic Partnerships and project leaders in establishing and managing consortium and pilot projects within the Quantum TTO team, which focuses on commercializing quantum research for global markets.

Responsibilities

• Collaborate with project leaders and the Director of Strategic Partnerships to define project goals, deliverables, timelines, and responsibilities, and develop detailed work plans.
• Act as the central point of contact for ongoing projects, organizing regular meetings, preparing agendas, recording minutes, tracking progress, and updating project management tools.
• Facilitate communication between stakeholders, managing group interactions and translating between technical and administrative needs as required.
• Oversee the creation of progress and final reports, gathering inputs from partners, compiling results, and ensuring alignment with funding or governance requirements.
• Assist in managing project budgets and resources, monitoring expenditures, verifying cost-sharing agreements, and coordinating procurement of shared services.
• Ensure projects comply with contracts, institutional policies, data-sharing rules, NDAs, and intellectual property guidelines.
• Identify operational challenges, propose solutions, mediate minor disputes, and escalate major issues to project leadership.
• Plan and coordinate events such as workshops, review meetings, training, or demo days, handling logistics and ensuring smooth execution.
• Lead project evaluation by comparing outcomes to initial goals, organizing review sessions, preparing summaries, and managing administrative close-out.

Requirements

• A Bachelor’s degree in Business Administration, Project Management, Engineering, or a related field.
• At least five years of experience coordinating or managing projects, preferably in research, innovation, or technology development.
• Strong organizational and time management abilities, with experience juggling multiple tasks and deadlines.
• Clear written and verbal communication skills, with experience drafting emails, reports, and project documentation.
• Basic understanding of technology development stages, from research to prototype to pilot.
• Good interpersonal and intercultural skills, with comfort in international collaboration.
• Proven ability to anticipate and resolve operational issues, such as scheduling conflicts or partner misunderstandings.
• Fundamental knowledge of project budgeting and financial tracking, with experience using spreadsheets or finance systems.
• Willingness to adjust work hours occasionally to align with international partner time zones.

Nice to have

• A Master’s degree in a relevant field or PMP/Prince2 project management certification.
• Experience managing multi-partner projects, such as research consortia, large grants, or public-private partnerships.
• Familiarity with academic or R&D environments and their administrative processes.
• Background in grant management or reporting to funding agencies.
• PMP, PRINCE2, or equivalent project management certification.
• Direct experience coordinating large collaborative projects, such as EU Horizon or NSF/DOE multi-institution grants.
• Proficiency in more than one language.
• Technical background in STEM, especially experience in a lab or tech company in an administrative role.
• Experience with collaborative tools like MS Project, Asana, or Trello.
• Skills in designing and editing documents to ensure professional presentation.
• Interest in quantum innovation and emerging technologies.

About the company

Quantum Infotec AG operates as Applied Quantum, the world’s first professional services firm dedicated to quantum technologies. Its Quantum TTO team specializes in commercializing quantum research for global markets, accelerating adoption in computing, cryptography, sensing, and secure communications by guiding ideas through IP, licensing, funding, and market strategy.

• Specialized focus on quantum technology commercialization.
• Expert guidance in intellectual property, licensing, and market strategy.
• Support for translating visionary quantum research into commercial success.
• Global market orientation with emphasis on innovation adoption.