Program Coordinator, Project Management & Program Support
The Carnegie Foundation for the Advancement of Teaching seeks a Program Coordinator to provide coordination and administrative support on projects that advance our strategic priorities. The Program Coordinator will work closely with Project Leads and Project Managers to coordinate the smooth day-to-day operations and logistics of the program team, support communications and engagement with external partners, and manage key processes that allow programs and projects to progress efficiently and effectively.
This is a hybrid position with approximately 50% of work able to occur remotely and 50% in person either in our Stanford, CA office or at partner sites or convenings. Hybrid work schedules will be determined based on project assignments.
Program Coordination (60%)
- Serve as a core member of multiple project teams which are delivering complex, multi-year, multi-partner engagements.
- Participate in regular team meetings, document action items and decisions made during meetings, and ensure action items have been addressed by the appropriate parties.
- Coordinate logistical details for meetings and events with program team members and external partners, including: preparing and sending invitations, tracking RSVPs, preparing event materials, securing and setting up the venue, arranging catering, audio-visual needs, local transportation for participants, and providing onsite support for events
- Manage organizational planning calendars, including scheduling meetings with multiple internal and external contacts.
- Plan, coordinate, and arrange for technology needs for meetings, convenings and training, including AV support and the use of Carnegie collaboration tools – including Google Apps, Dropbox, Smartsheet, and other online platforms.
- Provide logistical and technical support for video conferences using Zoom and other online platforms.
- Work with Project Managers and Leads to maintain accurate accounting records of expenditures. This includes tracking all department expenses in an expense management platform; reconciling department credit card expenses, and process reimbursements and invoices.
- Make complex travel arrangements that may involve multiple travelers and/or multiple destinations (hotel, air/ground transportation, meeting arrangements)
Support Engagement and Communication (40%)
- Communicate regularly and proactively with all team members and external stakeholders to ensure action items are coordinated and completed in a timely manner.
- Support execution of the program’s communication strategy with external partners and the general public to coordinate actions, build awareness, and drive engagement with the Foundation’s programs.
- Create and organize documentation and required artifacts, collecting and updating data.
- Support the development of convenings, events, and training to create a welcoming, productive, and engaging learning experience for all attendees.
- Create and maintain the systems that manage and communicate large volumes of information using tools such as Smartsheet, Excel, and Cvent.
- Prepare, analyze, and organize information needed to further the development of projects and programs, including creating and collecting data through feedback surveys.
- Represent the Carnegie Foundation in a positive, professional, and effective manner when communicating directly with outside partners.
- May contribute to the Foundation’s collaborative administrative support team by scheduling meetings, providing logistical and technical support for meetings and events, drafting internal communications, purchasing office supplies, or arranging travel for Foundation staff.
Required Education & Experience
- Bachelor’s degree or an equivalent combination of education and experience
- Two years of increasingly responsible administrative experience
Required Knowledge, Skills, and Abilities
- The ideal candidate will be a highly dependable self-starter who can work independently and self-manage toward goals, while also working collaboratively and effectively with varied constituencies.
- Able to determine and ask the necessary questions to follow through on a given assignment in an effective and timely manner.
- Able to balance multiple tasks and priorities quickly and effectively in order to meet multiple deadlines in a professional manner.
- Able to problem solve in real-time, adjusting to the circumstances to meet the goals and complete the tasks at hand.
- Able to exercise discretion and independent judgment with respect to matters of significance
- Able to complete tasks, such as reviewing key documents or managing partnerships with external stakeholders, with limited supervision.
- Highly detail-oriented and organized in all aspects of work.
- High level of comfort communicating at all levels of the organization and in groups of both internal and external constituents.
- Able to organize both qualitative and quantitative data in order to present information in a clear and useful way.
- Excellent oral communication with meticulous writing and proofreading skills.
- Able to think critically and synthesize complex information from multiple sources.
- Commitment to working toward equity in education
- Demonstrates the Foundation’s core competencies of Communication, Judgment & Decision-Making,
- Accountability, Feedback, Productive Persistence, Continuous Improvement, Self-Awareness, Respect & Empathy
Technical Skills Required
- Very strong computer skills (Microsoft Outlook, Word, Excel, Powerpoint, Google Apps, expense management tools, project management tools and video conferencing platforms) with the ability to quickly learn new technologies and software.
Physical Abilities Required
- The position requires visual and auditory acuity.
- This position requires spending time frequently keyboarding and looking at a computer screen.
- Bending, kneeling, and carrying are required occasionally.
- This position requires travel.
Benefits & Perks
- This position pays an annual salary of $82,680
- Full medical, dental, vision, life, accidental death, disability, and long-term care insurance, as well as employer subsidized flexible spending plans
- A retirement savings plan, including employer contributions after one year of service
- Generous time-off benefits including paid holidays and paid parental leave
- Matching Gift program to benefit charitable organizations
- Educational Assistance to further your professional development
- The facility is located in Stanford, California in a quiet pastoral setting near a hiking trail.
- Amenities include a communal kitchen (coffee, tea, and drinks provided), outdoor eating areas, free parking, and electric car charging stations
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