Program Coordinator

Program Coordinator

Reports to: Chief Executive Officer (initially)

Location: Remote (U.S.); Some travel will be expected

Benefits: Comprehensive benefits package, including a generous employer retirement contribution of 10% of base salary

About LSST Discovery Alliance

The LSST Discovery Alliance (LSST-DA) is a nonprofit organization dedicated to maximizing the scientific impact of the Vera C. Rubin Observatory Legacy Survey of Space and Time (LSST). Through fellowships, grants, software and data science initiatives, training opportunities, and community-building programs, LSST-DA supports a diverse scientific community in preparing for one of the most transformative astronomical surveys ever undertaken.

As a growing organization, LSST-DA combines scientific ambition with operational excellence. Exceptional science depends on exceptional people, thoughtful systems, and a collaborative community. Our team is committed to building an organization that enables researchers to thrive and that advances discovery for the benefit of the broader scientific community.

Position Summary

The Program Coordinator plays a central role in bringing LSST Discovery Alliance's scientific programs to life. Working at the intersection of science, collaboration, and operations, this position helps transform ambitious ideas into well-executed programs that support researchers around the world.

As LSST-DA continues to grow, the Program Coordinator will work closely with the Chief Executive Officer, scientific advisors, and organizational partners to execute existing scientific programs, strengthen program operations, and build scalable systems and processes for the organization's next phase of growth.

Serving as the operational hub for multiple scientific programs, the Program Coordinator ensures that timelines, communications, budgets, meetings, reporting, and participant experiences are coordinated with professionalism, accuracy, and care.

This role is ideal for someone who enjoys bringing order to complexity, building efficient systems, and helping others succeed. The successful candidate is proactive, highly organized, collaborative, and committed to continuous improvement.

Success in this role means that program participants, reviewers, institutional partners, and funders consistently experience LSST Discovery Alliance as an exceptionally organized, responsive, collaborative, and mission-driven organization.

Key Responsibilities

Program Coordination & Delivery

• Coordinate the successful implementation of LSST-DA's scientific programs and initiatives from planning through completion.
• Develop and maintain project plans, timelines, work plans, and tracking systems to ensure programs remain on schedule and deliver expected outcomes.
• Coordinate application cycles, participant onboarding, review processes, and program closeout activities.
• Monitor program progress, anticipate challenges, and proactively identify solutions that keep work moving forward.
• Track commitments and follow-up actions across multiple concurrent initiatives.
• Support the implementation of new programs and organizational priorities as LSST-DA continues to evolve.

Fellowship, Grant & Award Administration

• Maintain and monitor reporting schedules and coordinate with participants, reviewers, and staff to ensure deadlines are met.
• Maintain accurate records and documentation throughout each program lifecycle, including collecting, tracking, and filing required materials and reports from program participants, awardees, and partners.
• Support preparation and submission of grant proposals, sponsor reports, and final program reports.
• Partner with the Finance & Operations team to support grant compliance and financial reporting requirements.

Budget & Operational Coordination

• Monitor program expenditures in collaboration with the Finance & Operations team.
• Maintain organized documentation supporting program budgets and financial activities.
• Track expenditures against approved budgets and funding requirements.
• Identify potential issues or discrepancies and elevate them promptly.
• Support organizational planning through accurate recordkeeping and reporting.

Scientific Community Engagement

• Coordinate communications with program participants, reviewers, institutional representatives, and funding partners.
• Draft and distribute routine program communications, announcements, and participant updates.
• Prepare presentations, briefing materials, reports, and other program documentation.
• Maintain participant databases and communication records.
• Respond to inquiries in a timely, professional, and service-oriented manner.
• Help foster an organized, welcoming, and responsive experience for everyone who participates in LSST-DA programs.

Meetings & Events

• Coordinate virtual and in-person meetings supporting LSST-DA scientific programs, including review panels, advisory committees, workshops, and conferences.
• Prepare agendas, meeting materials, minutes, and action-item tracking.
• Coordinate scheduling, registration, logistics, participant communications, travel arrangements, and event documentation.
• Support successful execution of community meetings and scientific events.

Operational Excellence & Continuous Improvement

• Continuously evaluate and improve program workflows, templates, documentation, and operational systems.
• Recommend and implement process improvements that enhance efficiency and strengthen the participant experience.
• Help develop scalable systems that support LSST-DA's continued organizational growth.
• Collaborate across programs and administrative functions to strengthen organizational effectiveness.
• Contribute to special projects and cross-functional initiatives as assigned.

Qualifications

Required

• Bachelor's degree or an equivalent combination of education and relevant professional experience.
• Three to five years of experience in program coordination, project coordination, research administration, nonprofit administration, higher education administration, or a related role.
• Demonstrated success managing multiple concurrent projects, timelines, deadlines, and competing priorities.
• Exceptional organizational skills with meticulous attention to detail and a commitment to producing high-quality work.
• Demonstrated ability to anticipate needs, solve problems proactively, and maintain momentum across multiple complex initiatives.
• Excellent written and verbal communication skills.
• Strong interpersonal skills with the ability to build productive relationships across a diverse scientific community.
• Demonstrated professionalism, sound judgment, discretion, and responsiveness when working with senior leaders, scientists, reviewers, institutional representatives, and external partners.
• Ability to work independently while thriving in a collaborative, fully remote environment.
• Proficiency with Microsoft Office 365 and experience learning new technology platforms.

Preferred

• Experience supporting scientific research, higher education, or mission-driven nonprofit organizations.
• Experience administering grants, fellowships, or research funding programs.
• Experience coordinating workshops, conferences, or scientific meetings.
• Experience with project management and collaboration platforms such as ClickUp, SharePoint, Slack, Submittable, Bloomerang, or similar systems.
• Interest in astronomy, astrophysics, data science, or scientific research communities.

Reporting Relationship

This position initially reports to the Chief Executive Officer and works closely with LSST-DA scientific staff, advisors, the Finance & Operations team, program participants, institutional partners, reviewers, and funders.

As LSST Discovery Alliance continues to grow, this position is expected to report to the Program Director once that role is established.

Working at LSST Discovery Alliance

LSST Discovery Alliance is a collaborative, mission-driven organization where people are trusted with meaningful responsibility and encouraged to improve the way we work. We value curiosity, initiative, professionalism, inclusion, and continuous learning. Team members are expected to contribute beyond their individual roles, support one another, and help build an organization that serves a global scientific community.

We are committed to creating an inclusive workplace where individuals with diverse backgrounds, experiences, and perspectives can thrive and contribute to our mission.

Comprehensive benefits package, including a generous employer retirement contribution of 10% of base salary