Program Coordinator

This position provides program coordination and administrative support to the Foundation’s Core Expertise Units. These units, consisting of Analytics, Collaborative Technology, Improvement Science, and Network Initiation and Development, serve as a central infrastructure for all Carnegie programs. The program coordinator provides proactive support and manages key processes that allow these teams to function as a cohesive unit.

Key Responsibilities

This position dedicates time to each group, and will work collaboratively with the team’s Project Manager and Directors, as well as other staff, partners, and consultants, and will be responsible for coordinating the smooth day-to-day operations and logistics. The program coordinator will be responsible for a wide array of tasks to support program work , including, but not limited to:

  • Manage organizational planning calendars, including scheduling meetings with multiple internal and external contacts. Provide logistical and technical support for teleconferences and videoconferences.
  • Plan, coordinate and arrange for all technology needs, including the use of Carnegie collaboration tools – including Google Apps, Dropbox, and other online platforms such as Webex, Zoom, video conferencing equipment, 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.
  • Make complex travel arrangements that may involve multiple travelers and/or multiple destinations (hotel, air/ground transportation, meeting arrangements), and prepare and follow up on necessary expense reimbursement reports accurately on a timely basis.
  • 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; process reimbursements and invoices.
  • Participate in regular team meetings, document action items and decisions made during meetings, and ensure action items have been addressed by the appropriate parties.
  • Provide high level administrative support for the program and contribute to the Foundation’s collaborative administrative support team.
  • Other related duties, as assigned.
Education and Experience Requirements 
  • Bachelor’s degree required.
  • 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 a hard-working self-starter who is able to work independently and self-manage toward goals, while also being able to work closely and effectively with others.
  • Must possess very strong computer skills (Microsoft Outlook, Word, Excel, and other Office Suite components, Google Apps, Concur, and video conferencing platforms) with the ability to learn new technologies and software quickly.
  • Ability to think critically and synthesize complex information from multiple sources.
  • 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.
  • 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 have the ability to multi-task quickly and effectively and meet multiple deadlines in a calm, courteous, and professional manner.  
  • Must exhibit sound judgment, be dependable, and be proactive.  
  • 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