Key Responsibilities and Required Skills for Xenon Program Coordinator

🎯 Role Definition

The Xenon Program Coordinator is the central point of contact for the Xenon program—responsible for coordinating project activities, ensuring on-time delivery of milestones, maintaining compliance and documentation, and driving cross-functional communication between engineering, regulatory, procurement, and business stakeholders. This role requires hands-on program management, strong stakeholder facilitation, budget and contract oversight, and the ability to translate technical and business requirements into timely execution plans.

Key SEO terms: Xenon Program Coordinator, program coordination, project management, stakeholder engagement, regulatory compliance, budget management, cross-functional team, program documentation, KPI reporting.

📈 Career Progression

Typical Career Path

Entry Point From:

Program Assistant / Program Administrator
Project Coordinator (technical or product)
Operations Coordinator for engineering or R&D functions

Advancement To:

Program Manager / Senior Program Manager (Xenon or related product line)
Technical Project Manager
Product Operations Manager

Lateral Moves:

Portfolio Coordinator / Portfolio Analyst
Regulatory Affairs Coordinator
Business Operations Manager

Core Responsibilities

Primary Functions

Lead day-to-day coordination of the Xenon program schedule, maintain an up-to-date master Gantt/timeline, and proactively escalate schedule variances to program leadership to ensure project milestones are met.
Manage cross-functional communication across engineering, quality, regulatory, procurement, and commercial teams by organizing recurring syncs, preparing agendas, capturing decisions, and distributing action item trackers to maintain alignment.
Prepare, consolidate, and present weekly and monthly program status reports and executive summaries including milestone progress, risks, mitigation plans, budget burn, and resource forecasts for senior stakeholders and steering committees.
Track and manage program budget including forecasting, expense reconciliation, PO and invoice tracking, and collaboration with finance to ensure adherence to financial controls and program cost objectives.
Maintain program documentation repository and configuration control for technical documents, design reviews, change requests, test plans, and release records, ensuring versioning and auditability for regulatory and quality requirements.
Coordinate regulatory and compliance activities by assembling submission materials, tracking regulatory deliverables, liaising with regulatory affairs, and ensuring timely filings and responses to regulatory agencies when required.
Serve as the primary liaison with external vendors and contractors—manage deliverables, schedules, contracts, statement of work (SOW) reviews, and vendor performance metrics to keep third-party contributions on schedule and within scope.
Drive risk and issue management processes: identify program risks, maintain and update risk log, facilitate root-cause analysis, define mitigation actions, assign owners, and monitor closure status to reduce program impediments.
Facilitate product development lifecycle ceremonies such as design reviews, gate reviews, and readiness checkpoints; prepare pre-read materials, coordinate panel members, and capture post-review action items and owners.
Support procurement and materials planning by coordinating BOM reviews, supplier lead-time tracking, purchase requisitions, and logistics planning to prevent supply delays impacting program timelines.
Coordinate cross-functional testing activities (e.g., system integration, verification/validation) by aligning test schedules, managing lab bookings, collating test results, and ensuring traceability of test evidence to program requirements.
Oversee change control and configuration management processes by logging change requests, facilitating impact assessments, tracking approvals, and ensuring impacted teams implement approved changes.
Maintain and update program KPIs and dashboards in BI tools or spreadsheets (e.g., Power BI, Excel) to provide data-driven insights into schedule health, budget variance, quality metrics, and resource utilization.
Organize and support executive steering committee meetings including preparation of board-level slides, status dashboards, risk heatmaps, and follow-up tracking to ensure program governance and timely decision making.
Manage travel, logistics, and on-site coordination for deployments, field trials, or pilot programs, ensuring all stakeholders, equipment, and documentation are prepared and compliant with site requirements.
Act as the program point-person for customer communications during deployments or pilot phases—coordinate demos, status updates, issue resolution, and documentation handovers to maintain customer confidence and satisfaction.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis to inform program decisions and priority trade-offs.
Contribute to the organization's data strategy and roadmap by documenting data needs, recommending reporting improvements, and helping implement consistent metrics across programs.
Collaborate with business units to translate data needs into engineering requirements and actionable acceptance criteria.
Participate in sprint planning and agile ceremonies within the data engineering team to ensure program priorities are reflected in team backlogs.
Create onboarding materials, training schedules, and knowledge transfer documents for new team members and cross-functional stakeholders to accelerate ramp time.
Develop and maintain a risks-and-actions tracker and ensure clear ownership, deadlines, and progress updates are visible to program stakeholders.
Assist with preparation and submission of internal funding requests, program change proposals, and business case updates by providing historical program performance data and impact assessments.
Coordinate quality assurance and CAPA (Corrective and Preventive Action) follow-up activities by documenting issues, liaising with QA, and tracking closure to maintain product and process integrity.

(Combined primary + secondary responsibilities exceed 20 detailed, recruiter-style tasks aligned with industry expectations for program coordination.)

Required Skills & Competencies

Hard Skills (Technical)

Program and project management fundamentals (scheduling, milestone tracking, critical path analysis, resource leveling).
Advanced Microsoft Excel skills (pivot tables, VLOOKUP/XLOOKUP, complex formulas, scenario analysis) and strong comfort with data manipulation.
Experience with project tools such as MS Project, Smartsheet, or Primavera for schedule and resource management.
Familiarity with Agile tools and ceremonies using Jira, Confluence, or similar platforms to manage backlogs and document decisions.
Budgeting and financial controls experience: PO/invoice management, budget forecasting, variance analysis, and collaboration with finance teams.
Document control and configuration management experience, including handling version control and audit trail requirements for regulated environments.
Experience with vendor management and contract coordination, including SOWs, vendor performance metrics, and invoice reconciliation.
Basic data visualization and reporting skills using Power BI, Tableau, or dashboarding in Google Sheets/Excel.
Knowledge of regulatory submission processes and documentation requirements (e.g., submissions, approvals, technical file assembly) relevant to the industry.
Familiarity with CRM or ERP systems (e.g., Salesforce, Workday, SAP) for stakeholder and procurement data tracking.
Strong technical literacy to interpret engineering artifacts, test plans, and technical reports and translate them for non-technical stakeholders.
Working knowledge of risk management frameworks and issue tracking systems to maintain program health and audit readiness.

Soft Skills

Exceptional written and verbal communication skills for cross-functional coordination and executive reporting.
Strong stakeholder management and influencing skills to align competing priorities across business units.
Highly organized with meticulous attention to detail, particularly for documentation and compliance-driven activities.
Proactive problem-solver who can identify gaps, propose solutions, and drive closure with minimal supervision.
Time management and multitasking capabilities to handle concurrent program streams and frequent context switching.
Collaborative team player mindset with the ability to work effectively in distributed and matrixed organizations.
Adaptability and resilience in fast-paced environments with shifting priorities and tight deadlines.
Facilitation and meeting management skills to run efficient, outcome-oriented meetings and workshops.
Analytical mindset with the ability to synthesize complex information into actionable insights.
Confidentiality and professionalism when handling sensitive program, commercial, or regulatory information.

(Combined hard + soft skills list includes more than 10 recruiter-verified competencies commonly requested in program coordinator job postings.)

Education & Experience

Educational Background

Minimum Education:

Bachelor’s degree in Business Administration, Project Management, Engineering, Life Sciences, or related field; or equivalent experience.

Preferred Education:

Bachelor’s or Master’s degree with formal project management coursework or certification (PMP, CAPM, PRINCE2, or equivalent).
Certifications in Agile, Lean, or Six Sigma are advantageous.

Relevant Fields of Study:

Project Management
Engineering (Mechanical, Electrical, Systems)
Business Administration / Operations Management
Life Sciences (if Xenon program is in clinical/regulatory context)
Data Analytics / Information Systems

Experience Requirements

Typical Experience Range: 3–7 years of program or project coordination experience supporting cross-functional technical teams; at least 2 years in a regulated or product development environment preferred.

Preferred:

5+ years coordinating medium-to-large scale programs, with demonstrated experience managing schedules, budgets, vendor relationships, and regulatory deliverables.
Prior experience in the target industry (medical devices, aerospace, semiconductor, or specialized gas programs) or with similarly complex technical products.
Demonstrated track record of improving program processes, implementing reporting dashboards, and successfully driving program milestones to completion.

If you’d like, I can tailor this description for a specific industry (e.g., medical devices, semiconductor, or research labs), create a one-page job posting optimized for job boards, or convert the responsibilities into interview questions and candidate scorecards.