Program Coordinator – Science – Society and Culture

Program Coordinator – Science – Society and Culture

Requirements

• Bachelor’s degree
• At least 2–3 years of experience in events coordination and/or in arranging colloquia or scheduling speaking engagements for senior staff
• Software proficient and eager to learn new platforms — such as Airtable, Microsoft Office, including Excel and PowerPoint, and Eventbrite
• Outstanding integrity and professionalism
• Interest in science communication
• Comfortable with sending mass mailings
• Excellent organizational skills, judgment and diplomacy
• Strong written, verbal and interpersonal skills to communicate effectively and discreetly with diverse audiences
• Self-starter who can work independently or as part of a team
• Can execute on both large and small scales
• Demonstrated ability to meet deadlines, sometimes with small windows
• Strong attention to detail and follow-through; creative problem-solving abilities
• Proactive; can predict, identify and resolve issues in a timely and effective manner
• Able to work long and/or flexible hours for signature events when needed

Responsibilities

• Work with the program manager to shape the lecture calendar six months to one year in advance, keeping in mind planned in-house and external events
• Research potential speakers for lecture series
• Manage and maintain the Airtable bases for Presents, Lectures and Triangle programs as a way to plan logistics, track progress, manage contacts, and ensure all tasks and deadlines are met
• Plan and coordinate event logistics including space reservations, communicating with shared services teams, and managing speaker travel arrangements
• Work with the communications team on lecture information dissemination such as publicity, email newsletters and poster PDFs. Solicit biographies from confirmed speakers and work with the communications team on copyediting
• Monitor and manage lecture registrations, waitlists, and external guests
• Respond to lecture-related emails from registrants in a timely manner
• Process speaker honoraria and expense reports
• Support outreach and communication with review committees, applicants and awardees for Triangle Program
• Manage contacts lists of Triangle Program external organizations/partners
• Organize and maintain the Triangle Program shared drives to ensure that this serves as a single repository for all project documents, tools, and resources
• Take on other special projects and miscellaneous administrative tasks as needed
• Perform any other duties or tasks as assigned or required

Preferred Qualifications

• Familiarity with academia and/or the not-for-profit science space preferred
• Knowledge of how metrics can be used to improve and target specific audiences is desirable