Program Coordinator

The American Association for the Advancement of Science has an exciting opportunity for a

Program Coordinator

to join the Executive Office!

The role will primarily support the AAAS Council, the elected governing body of the organization, and Multidisciplinary Working Group (MWG) initiative, while being cross-trained in support of other office initiatives. This position plays a key role in upholding one of AAAS’ strategic pillars: advancing scientific excellence and achievement. Key competencies needed in a candidate include an individual who is detail- and process-oriented; meticulous; collaborative; discreet; and with excellent interpersonal and communication skills. This position is based full-time out of the DC office.

Help us ignite the next era of science.

What You’ll Do

With senior staff oversight, coordinate the day-to-day operational activities of the Council and MWG initiative, including helping organize meetings and other virtual, hybrid, or in-person convenings of the Council or MWG initiative, scheduling, drafting agendas, inviting presenters and participants, preparing briefing materials, and drafting summaries or meeting minutes.

In coordination with senior staff, perform biographical research and/or recommend potential nominees. Create, maintain, and update volunteer data, records, web forms and surveys, and files, including relevant webpages related to the Council and MWG initiative.

Under supervision of senior staff, develop written outputs including briefing memos, mass mailings, backgrounders, and other constituent communications tailored to specific audiences. Perform data analysis on programmatic activities and develop accurate, mission-aligned reports (i.e., draft horizon scans, SWOT/PESTLE analyses) to support and inform senior staff decision-making.

Provide administrative support to the Director of Strategic Initiatives in the AAAS Executive Office, including assisting with volunteer management, providing a high level of customer service, monitoring and promptly responding to inquiries (real-time virtual, emails, web forms) on relevant policies and procedures, anticipating needs, and serving as a secondary point-of-contact for internal and external inquiries.

With oversight from senior staff and in collaboration with communications staff, support the development of written and visual dissemination materials and other collateral. Help coordinate and manage public release activities, including inviting key stakeholders, promoting events on social media, scheduling, creating and monitoring surveys and asynchronous online feedback forms, and developing event summaries.

Be able to travel ( Provide backup operational support for the Executive Office as needed and become familiar with other Executive Office functions.

Other duties as assigned.

Minimum Qualifications

Position requires a minimum of a Bachelor’s degree or a combination of education and experience which demonstrates the necessary skills and expertise required for the position

Two-to-three years of work experience in an office, non-profit, or membership association setting

Strong organizational and project management skills; proven ability to track details closely, establish goals and processes, set priorities and carry out tasks, including ability to manage competing priorities; prior experience in a matrixed management structure

Excellent verbal, written and interpersonal skills for both internal and external constituencies

Superior proofreading skills and meticulous attention to detail

Demonstrated ability to work collaboratively and effectively as part of a team

Sound judgment, a high level of discretion and the ability to handle confidential information

Solution-oriented and forward-thinking mindset

Strong computer skills, including experience with Microsoft Office (including mail merges), award management or submission platforms, Salesforce, Adobe Acrobat, Zoom, AirTable, Dropbox, various cloud-based platforms

Preferred Qualifications

Prior experience supporting executive-level leadership

Experience in customer service, volunteer management and/or volunteer engagement

Managing workflow of sensitive documents requiring review by internal and external stakeholders

Meeting planning experience, including working with outside vendors (hotels/event spaces, caterers, A/V contractors, etc.)

Managing and arranging travel and travel/expense reports

The anticipated initial rate of compensation for this position is between $50,000 and $55,000 per year. AAAS currently provides the following benefits for this position: paid vacation leave, paid sick leave, paid holidays, health insurance, flexible spending account, dental insurance, life insurance, vision insurance, retirement benefits, short- and long-term disability, and life insurance, each subject to the terms of the applicable program. Additional benefits may apply.

Any actual offer of employment, reflecting the total compensation package and benefits, will be made in the sole discretion of AAAS and will be based on a variety of factors, including years of experience, depth of experience, and other relevant factors. AAAS reserves the right to amend or modify its employment benefits and compensation structure at any time.

AAAS is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, gender identity, national origin, age, disability, veteran status, or other protected category. AAAS uses E-Verify to confirm the employment eligibility of all newly hired employees.

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