Program Coordinator

The Carnegie Foundation is seeking a program coordinator to be part of its Program Support Team and provide administrative support to a select number of programs all dedicated to spreading the knowledge and tools of Networked Improvement Science to the field of education. The program coordinator will work closely with Networked Improvement Science associates to ensure programs 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:

  • Serve as a core member of the annual Carnegie Summit planning team and provide support to the core committee as well as serve as a lead for a sub-team, possibly to include Presenter Support, On-Site Attendee Support, Carnegie Staff Engagement, etc.
  • 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, and other online platforms.
  • Provide logistical and technical support for video conferences using Zoom and online platforms like Webex, Hangouts, Skype, etc.
  • 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. Track all department expenses in Concur, our online expense management platform; reconcile 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 or the equivalent combination of education and experience
  • 2 years of increasingly responsible administrative experience
  • 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 an extremely hard-working self-starter able to work independently and self-manage toward goals, while also able to work collaboratively and effectively with others.
  • Must be highly dependable and 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 multi-task quickly and effectively and meet multiple deadlines in a calm and professional manner.
  • High level of comfort communicating at all levels of the organization and in groups of both internal and external constituents.
  • Excellent oral communication with meticulous writing and proofreading skills.
  • Must exhibit sound judgment, be dependable, and be proactive.
  • Ability to think critically and synthesize complex information from multiple sources.
  • Must possess very strong computer skills (Microsoft Outlook, Word, Excel, Powerpoint, Google Apps, Concur, and video conferencing platforms) with the ability to learn new technologies and software quickly.
  • Desire to be part of, and ability to contribute to, a highly collaborative environment. Be approachable, able to work with varied constituencies, and help whenever needed.
  • An interest in continuous improvement, and problem solving, including a desire to learn new processes, concepts, software, etc.

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THE WORKING ENVIRONMENT
  • The Foundation offers a collaborative, community-building atmosphere grounded in an environment of mutual respect.
  • 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), weekly catered lunches, and outdoor eating/gathering areas.
  • We also offer on-site yoga classes, free parking, and electric car charging stations.
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