Program Coordinator Jobs

About The Position

Requirements

• Bachelor’s degree related to international relations, education, or a related field, or an equivalent combination of education and experience.
• At least 2 years of administrative support, communications, events, or program/project coordination experience.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and PowerPoint.
• Strong written communication and proofreading skills.
• Ability to manage multiple tasks and deadlines across competing priorities, with strong attention to detail.
• Experience with database or CRM systems.
• Discretion and professional judgment in handling confidential information.
• Ability to communicate effectively with individuals from diverse cultural and linguistic backgrounds.
• Must be a U.S. citizen or U.S. Permanent Resident to comply with U.S. Government requirements.

Nice To Haves

• ARO or DSO experience.

Responsibilities

• Coordinate day-to-day CPDO and ISO programs, including new scholar orientations, intake, cycle tracking, participant communications, and document maintenance.
• Track deadlines, deliverables, and follow-ups for recurring program cycles and special initiatives, and keep office leadership informed of status.
• Collect and compile data for assessment and annual reports, and help identify and implement process improvements.
• Balance competing requests from both offices in close coordination with each office’s leadership.
• Prepare, schedule, and distribute targeted email announcements; maintain standardized templates and monitor engagement metrics.
• Design and compile CPDO newsletters and create accurate, accessible digital and print materials for workshops, events, and programs consistent with CPDO, ISO, and Scripps Research branding.
• Coordinate the posting and distribution of materials across campus and digital channels.
• Monitor HR-generated personnel changes and update listservs and distribution lists.
• Provide content updates and announcements to the website manager to keep CPDO and ISO webpages current.
• For ISO, perform data entry, data management, e-form processing, document retention, and reporting in Sunapsis.
• For CPDO, maintain event attendance and alumni-tracking databases, make routine updates, track engagement metrics, and support reporting.
• Coordinate in-person and virtual event logistics, including space reservations, AV setup, webinar administration, catering, parking, honoraria processing, materials, signage, and run-of-show support.
• Manage event communications, registration monitoring, attendee reminders, post-event surveys, and reporting.
• Welcome speakers and guests and ensure smooth onsite logistics.
• Manage shared CPDO and ISO inboxes by triaging inquiries, responding or assigning follow-ups, and maintaining response standards.
• Answer and manage the ISO phone line, including voicemail, call transfers, and follow-up with internal and external contacts.
• Provide general office management support, including reception, scheduling, travel arrangements, calendaring, and procurement.
• Support budget tracking and invoicing, including purchase requisitions in SciQuest and expense processing in Concur.
• Assist with onboarding students and scholars, including check-ins, document review, orientation scheduling, and the I-9 process.
• Handle confidential and personally identifiable information, including immigration and student/scholar records, in accordance with FERPA, institutional privacy policies, and applicable retention requirements.
• Act as an ARO or DSO to assist with SEVIS updates, record maintenance, and issuance of travel signatures.
• Perform other duties as assigned.

Benefits

• Employer-contributed retirement plan, depending on eligibility, with no employee contribution required.
• Option to contribute to a 403(b) plan.
• Medical plan options, including an HSA-available option.
• Dental insurance.
• Vision insurance.
• Life insurance.
• Disability coverage.
• Employee Assistance Program (EAP).
• Flexible Spending Accounts for medical and dependent care.
• Competitive vacation and sick leave policies.
• Free onsite parking.