Program Manager, Fellowships & Professional Learning

The New York Academy of Sciences•New York, NY

19h•Hybrid

About The Position

The Program Manager, Fellowships & Professional Learning, reports to the Associate Director, Fellowships and Professional Learning, and supports the day-to-day implementation and administration of programs for scientists and STEM professionals at various career stages. The role primarily manages day-to-day operations of the Leon Levy Fellowships in Neuroscience program, helps plan and deliver professional learning and career-development opportunities, and supports the development and expansion of the Academy's fellowships and professional learning portfolios. Approximately 20% of the position supports the Academy's Awards portfolio, including award cycles, nominations and judging, honoree engagement, scientific programming, and related events. The Program Manager works with program participants, speakers, mentors, scientific advisors, partner institutions, funders, and Academy colleagues to coordinate high-quality programming and participant experiences. The role also supports alumni engagement, program evaluation, administrative and financial activities, sponsor reporting, and collaboration with internal departments and external stakeholders. This is a full-time, non-exempt position with a standard 35-hour work week during the Academy's standard business hours, Monday through Friday, 9 a.m.–5 p.m. ET. The Academy uses a flexible hybrid work model combining in-office and remote work, with regular in-person collaboration and on-site attendance at occasional program events required. The position is primarily sedentary and based in a professional office environment, using standard office equipment; occasional walking, bending, or lifting items up to 10 pounds may be required. Salary is $75,000 annually. The Academy offers affordable health insurance, a retirement plan with matching employer contributions, a personal and career development stipend, and generous paid time off policies.

Requirements

A Ph.D. in neuroscience, biomedical sciences, or a closely related scientific discipline is preferred; an MA/MSc in one of these fields combined with at least three years of relevant professional experience will also be considered.
2–3 years of relevant experience in program management, fellowships, professional development, scientific programming, higher education, nonprofit programming, or a related environment; relevant graduate or postdoctoral experience may be considered.
Experience working with scientists, researchers, fellows, trainees, or other STEM professionals at various career stages.
Ability to understand, evaluate, and communicate complex scientific information, including topics outside one's primary area of expertise.
Strong project and program management skills, including coordinating multiple programs, activities, stakeholders, and deadlines simultaneously.
Excellent written and verbal communication skills for working with scientists, participants, mentors, judges, institutional partners, and other stakeholders.
Strong organizational skills and attention to detail, including maintaining program records, tracking participant requirements and deliverables, and coordinating application or review processes.
Experience with project management software such as Asana, Trello, Airtable, or similar platforms.
Experience with survey platforms such as SurveyMonkey, Qualtrics, or similar tools.
Experience coordinating virtual and in-person workshops, scientific programs, meetings, symposia, or events.
Ability to collaborate across departments and with external scientific and institutional partners.
Ability to work independently, exercise sound judgment, and identify issues requiring escalation or guidance.
Ability to maintain active engagement in program activities, including in-person attendance at events.
Ability to sit or stand for extended periods, communicate effectively, and occasionally walk, bend, or lift items up to 10 pounds.

Nice To Haves

Ph.D. in neuroscience, biomedical sciences, or a closely related scientific discipline.

Responsibilities

Manage day-to-day operations of the Leon Levy Fellowships in Neuroscience program, including fellow onboarding, schedules, seminars, mentorship, professional development, symposia, and reporting.
Serve as a primary contact for fellows and program participants, communicate program requirements and opportunities, and respond to inquiries.
Coordinate fellowship application, review, and selection processes, including materials, communications, meetings, records, decisions, and follow-up.
Support the planning and delivery of professional learning and career-development programs for STEM professionals.
Coordinate virtual and in-person program logistics, including scheduling, registration, communications, materials, and follow-up.
Assist with developing and expanding the Academy's fellowships and professional learning portfolios through research, planning, process development, and implementation.
Maintain program and participant records, monitor milestones and deliverables, and compile information for administration, evaluation, and funder reporting.
Provide operational and programmatic support for assigned Academy award programs, including nomination, application, review, judging, and honoree selection.
Coordinate award communications and activities with nominees, nominators, judges, scientific advisors, and other stakeholders; schedule activities, organize materials, maintain records, and track submissions and decisions.
Support award ceremonies, scientific symposia, and related events in collaboration with the Awards team and other Academy stakeholders.
Support fellowship and professional learning alumni engagement through networking, professional development, Academy programs, and community-building initiatives.
Collect and organize participant feedback, survey results, and program data for evaluation, continuous improvement, and future planning.
Assist with program-related financial and administrative activities, including invoices, reimbursements, contracts, and supporting documentation.
Collaborate with Marketing, Communications, Development, Events, Finance, and other departments on program promotion, fundraising, reporting, and related initiatives.
Assist with identifying, recruiting, and coordinating scientific advisors, expert judges, speakers, and other program contributors.
Prepare and coordinate materials presenting award honorees' scientific achievements to scientific and general audiences.
Maintain records of current and past award honorees and support their participation in Academy programs, publications, symposia, and other activities.
Assist with program evaluation, sponsor reporting, and administrative requirements for the Awards portfolio.
Represent the Academy professionally in meetings, program activities, scientific conferences, and other external engagements, as appropriate.
Recommend improvements to program processes, administrative practices, and participant experiences.
Support additional scientific programs, special projects, and related responsibilities as assigned.
Attend in person workshops, presentations, and other events supported or managed by the role; provide on-site support on occasional event days.