Program Coordinator

AAAS•Washington, DC

7h•$50,000 - $55,000•Onsite

About The Position

The American Association for the Advancement of Science has an exciting opportunity for a Program Coordinator to join the Executive Office! The role will primarily support the AAAS Council, the elected governing body of the organization, and Multidisciplinary Working Group (MWG) initiative, while being cross-trained in support of other office initiatives. This position plays a key role in upholding one of AAAS’ strategic pillars: advancing scientific excellence and achievement. Key competencies needed in a candidate include an individual who is detail- and process-oriented; meticulous; collaborative; discreet; and with excellent interpersonal and communication skills. This position is based full-time out of the DC office. Help us ignite the next era of science.

Requirements

Position requires a minimum of a Bachelor’s degree or a combination of education and experience which demonstrates the necessary skills and expertise required for the position
Two-to-three years of work experience in an office, non-profit, or membership association setting
Strong organizational and project management skills; proven ability to track details closely, establish goals and processes, set priorities and carry out tasks, including ability to manage competing priorities; prior experience in a matrixed management structure
Excellent verbal, written and interpersonal skills for both internal and external constituencies
Superior proofreading skills and meticulous attention to detail
Demonstrated ability to work collaboratively and effectively as part of a team
Sound judgment, a high level of discretion and the ability to handle confidential information
Solution-oriented and forward-thinking mindset
Strong computer skills, including experience with Microsoft Office (including mail merges), award management or submission platforms, Salesforce, Adobe Acrobat, Zoom, AirTable, Dropbox, various cloud-based platforms

Nice To Haves

Prior experience supporting executive-level leadership
Experience in customer service, volunteer management and/or volunteer engagement
Managing workflow of sensitive documents requiring review by internal and external stakeholders
Meeting planning experience, including working with outside vendors (hotels/event spaces, caterers, A/V contractors, etc.)
Managing and arranging travel and travel/expense reports

Responsibilities

With senior staff oversight, coordinate the day-to-day operational activities of the Council and MWG initiative, including helping organize meetings and other virtual, hybrid, or in-person convenings of the Council or MWG initiative, scheduling, drafting agendas, inviting presenters and participants, preparing briefing materials, and drafting summaries or meeting minutes.
In coordination with senior staff, perform biographical research and/or recommend potential nominees. Create, maintain, and update volunteer data, records, web forms and surveys, and files, including relevant webpages related to the Council and MWG initiative.
Under supervision of senior staff, develop written outputs including briefing memos, mass mailings, backgrounders, and other constituent communications tailored to specific audiences. Perform data analysis on programmatic activities and develop accurate, mission-aligned reports (i.e., draft horizon scans, SWOT/PESTLE analyses) to support and inform senior staff decision-making.
Provide administrative support to the Director of Strategic Initiatives in the AAAS Executive Office, including assisting with volunteer management, providing a high level of customer service, monitoring and promptly responding to inquiries (real-time virtual, emails, web forms) on relevant policies and procedures, anticipating needs, and serving as a secondary point-of-contact for internal and external inquiries.
With oversight from senior staff and in collaboration with communications staff, support the development of written and visual dissemination materials and other collateral. Help coordinate and manage public release activities, including inviting key stakeholders, promoting events on social media, scheduling, creating and monitoring surveys and asynchronous online feedback forms, and developing event summaries.
Be able to travel (<5%) and provide logistical support at the Annual Meeting and other Executive Office events.
Provide backup operational support for the Executive Office as needed and become familiar with other Executive Office functions.
Other duties as assigned.