Program Coordinator, Project Management & Program Support

POSITION PURPOSE

The Carnegie Foundation is seeking a program coordinator to be part of its Project Management & Program Support Team to provide administrative support to a select number of programs dedicated to spreading the knowledge and tools of Networked Improvement Science to the field of education.

This position is based in our Stanford, CA office and will work closely with Networked Improvement Science associates to ensure program goals are delivered at a high level of quality. The program coordinator will also provide proactive support and manage key processes that allow the programs to progress efficiently and effectively.

KEY RESPONSIBILITIES

This position will provide support to and work collaboratively with their assigned programs’ project managers and directors, as well as other staff, partners, and consultants, and will be responsible for coordinating the smooth day-to-day operations and logistics of the program team. The program coordinator will be responsible for a wide array of tasks to support program work, including, but not limited to, the duties described below:

Support the annual Carnegie Foundation Summit on Improvement in Education, a conference that brings together diverse stakeholders in the education and improvement science space. This support may include, but is not limited to:

  • Serve as a core member of the Carnegie Summit planning team and provide support to the Core Committee, as well as serve as a lead for sub-teams, such as Presenter Support, On-Site Attendee Support, and Carnegie Staff Engagement.
  • Support the development of the Summit program in partnership with the Summit Program Team to create a welcoming, productive, and engaging conference experience for all attendees. The Summit program may include elements such as keynotes, full-day pre-conference courses, breakout sessions, a poster gallery, networking opportunities, small-group convenings, and virtual learning experiences.
  • Manage relationships with Carnegie Summit presenters and keynote speakers to ensure a seamless presenter experience. 
  • Collaborate with Carnegie’s Educative Communications team to develop and execute an effective communications strategy for the Summit, including a multi-month email campaign, that drives conference registrations and promotes Carnegie’s mission.
  • Communicate regularly and proactively with all Summit team members and external stakeholders to ensure Summit action items are completed in a timely manner. 
  • 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 the Carnegie Summit, including to conduct independent research as necessary.
  • Support all Carnegie staff in their efforts as ambassadors to conference attendees and the field at large, both leading up to and during the Summit.

Support additional projects beyond the annual Summit. This work may include, but is not limited to:

  • Coordinate logistical details for meetings and special events with program team members and external partners, often working collaboratively with other program staff, 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, etc.
  • Participate in regular team meetings, document action items and decisions made during meetings, and ensure action items have been addressed by the appropriate parties.
  • Manage organizational planning calendars, including scheduling meetings with multiple internal and external contacts.
  • Plan, coordinate, and arrange for all technology needs, including 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.
  • Make complex travel arrangements that may involve multiple travelers and/or multiple destinations (hotel, air/ground transportation, meeting arrangements)
  • Work with project managers and directors to maintain accurate accounting records of expenditures. This includes tracking all department expenses in Concur, our online expense management platform; reconciling department credit card expenses, and process reimbursements and invoices.
  • Represent the Carnegie Foundation in a positive, professional, and effective manner when communicating directly with outside partners.
  • Provide high level administrative support for the program and contribute to the Foundation’s collaborative administrative support team.
EDUCATION AND EXPERIENCE REQUIREMENTS
  • Bachelor’s degree required
  • Two years of increasingly responsible administrative experience required
  • Experience using Microsoft Outlook is a must.
  • Experience working in the field of education or in a non-profit environment is preferred.
SKILL REQUIREMENTS AND QUALIFICATIONS
  • 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.
  • Must be able to determine and ask the necessary questions to follow through on a given assignment in an effective and timely manner.
  • Must have the ability to multitask quickly and effectively in order to meet multiple deadlines in a professional manner.
  • Must be highly detail-oriented and organized in all aspects of work. 
  • Must be of sound judgment and able to complete tasks, such as reviewing key documents or managing partnerships with external stakeholders, with limited supervision.
  • Must possess a high level of comfort communicating at all levels of the organization and in groups of both internal and external constituents.
  • Must have the ability 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.
  • Ability to think critically and synthesize complex information from multiple sources.
  • Very strong computer skills (Microsoft Outlook, Word, Excel, Powerpoint, Google Apps, Concur, and video conferencing platforms) with the ability to quickly learn new technologies and software. 
  • Desire to be part of, and ability to contribute to, a highly collaborative environment. 
  • An interest in continuous improvement and problem solving, including a desire to learn new processes and concepts.
  • Experience using Dropbox, Smartsheet, CVent, and Zoom is highly valued but not a requirement.

Please Note: Successful candidates must be authorized to work in the United States. Visa sponsorship is not available for this position.

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BENEFITS & PERKS
  • 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 and the opportunity for your own tax-advantaged savings
  • Generous time-off benefits including 15 paid holidays and up to 6 weeks paid parental leave
  • Matching Gift program to benefit charitable organizations and Educational Assistance to further your professional development