Program Coordinator- Latinos & Society
- Job posted by The Aspen Institute
The Aspen Institute is an educational and policy studies organization based in Washington, DC. Its mission is to foster leadership based on enduring values and to provide a nonpartisan venue for dealing with critical issues. The Institute has campuses in Aspen, Colorado, and on the Wye River on Marylands Eastern Shore. It also maintains offices in New York City and has an international network of partners.
The Aspen Institute Latinos and Society Program (AILAS) provides a nonpartisan forum for conversation, learning, and idea generation on critical issues impacting Latinos and the nation. We focus on three critical policy levers; economic advancement, civic participation and educational attainment. We also develop the leadership capacity of Latinos through our scholarship programs which increase Latino participation in a wide variety of Institute programs. To learn more about our work see: https://www.aspeninstitute.org/programs/latinos-and-society-program/. AILAS is comprised of a small but mighty team of three driven and energetic professionals who share a commitment to the programs mission.
Program Coordinator Role:
We are looking for an energetic Program Coordinator who will play a critical role in supporting AILAS staff and initiatives. Successful Program Coordinators are smart and curious, eager to learn and solve problems, and are driven by making an impact. They understand connections between their individual tasks and project goals and are able to map backwards from objectives to organize and prioritize their work. AILAS Program Coordinators grow professionally by gaining skills in a range of administrative and communications functions; at the same time, AILAS offers exposure to thought leaders across our policy areas in and beyond the Latino community.
The ideal candidate will thrive in a busy setting while expertly handling multiple competing priorities, maintaining a positive, can-do attitude, and working collaboratively with team members, internal and external stakeholders and partners and a prestigious advisory board. Candidates must have exemplary organizational and problem-solving skills with the ability to respond to rapidly changing priorities and have superior interpersonal skills, high self-awareness, and sound judgment. The position also requires the ability to communicate proactively and professionally at all times and be comfortable in an entrepreneurial organization where we're often "building the plane while flying it."
Essential Duties and Responsibilities:
The Program Coordinator will support an array of functions integral to the program's mission and raise the bar for the quality and impact of our work. Specific responsibilities include preparation and implementation of convenings and events with high-profile internal and external partners, dissemination of publications, and administrative and communication functions. Specifically, the Program Coordinator will be relied upon to:
Event Management/Logistics. Support the development of high-quality events, including:
- Arrange for and co-manage (with other program staff) all logistical elements of program events & meetings, including but not limited to:
- Surveying hotel options, meeting venues, and catering companies and negotiating pricing for rooms, conference space and services
- Setting timelines and event orders to ensure a smooth run of show
- Prepare & disseminate materials and correspondence before and after the execution of programmatic events & meetings, including but not limited to travel booking logistics, final logistics, and meeting wrap-up notes
- Communication to external partners event goals and logistics with a high level of professionalism and clarity
Administrative Expertise. Support the overall administrative efficiency of AILAS Program by serving as a problem-solver and go-to expert on critical administrative processes, including:
- Program billing, ranging from expense reports to Request for Payments (RFPs) generated from the program events and administrative expenses
- Reimbursement & honoraria payment processes
- Tracking of budgets, contracts, and grants management timelines
- Correspondence including drafting and circulating meeting notes, tracking the status of external requests
- Organizing weekly staff and additional meetings and providing logistical support for meetings as needed
- Management of VP/EDs travel schedule and daily meeting/appointment calendar
- Supporting program communications and partnerships through CRM and database management
Communications and Publication Dissemination. Support external engagement, including:
- Basic website maintenance, social media posts, coordinate publication and dissemination of blogs and published work, email outreach, and constituent engagement
- Drafting of monthly program newsletters
Occasional night and weekend work required
Report to Program Manager, works closely with VP/Executive Director, Sr. Program Associate.
Desired Knowledge, Education and Experience:
- Strong professional communication, written and oral
- Knowledge of financial management a plus. (Budgeting processes, expense reports, invoice processing and reconciling, etc.)
- Superior organizational skills and ability to multi-task and balance competing timelines
- Comfort with ambiguity and ability to respond adeptly to rapidly changing priorities
- An unwavering commitment to producing high-quality work product
- B.A. with 13years relevant work experience
- Attention to detail
- Excellent computer skills and mastery of Microsoft Office Suite
- Experience with web editing and database management, Sales Force a plus
- Excellent interpersonal and time management skills
- Self-starter with a demonstrated ability to work independently and as part of a team to produce successful results
- Comfort with working under pressure and tight deadlines in a fast-paced environment
- Commitment to the AILAS Program mission to provide a nonpartisan forum for conversation, learning, and idea generation on critical issues impacting Latinos and the nation and belief in the power of convenings and idea generation to catalyze change
All applicants must submit the following to be considered for the position:
1) A cover letter describing what motivates you and how you understand and relate to our mission, and what skills you bring to the position as you understand its priorities. Applications without a cover letter will not be considered.
To apply, please visit www.aspeninstitute.org/careers and follow the instructions to apply for Program Coordinator. Applicants must submit cover letter and resume.
The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status and will not be discriminated against.
Candidate must have the ability to work under pressure. Candidate must also have the ability to meet regular attendance policy of the Aspen Institute.
Minimum Education Required