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Program Coordinator

The Aspen Institute

The Aspen Institute

Administration, Operations
Washington, DC, USA
Posted on Tuesday, March 19, 2024

The Aspen Institute

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.

Commitment to Diversity, Equity & Inclusion

To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

Program Description:

The Health, Medicine & Society (HMS) Program of the Aspen Institute brings together in?uential groups of thought leaders, decisionmakers, and the informed public to consider health challenges facing the US in the 21st century and to identify practical solutions for addressing them. At the heart of most of its activities is a package of research, convenings, and publications that supports policymakers, scholars, advocates, and other stakeholders in their drive towards change.

Basic Function:

The Program Coordinator is a critical position that provides high-quality support for HMS across all its efforts and convenings. The ideal candidate is a multi-talented professional interested in and knowledgeable about public health and health policy; has a passion for handling a wide range of administrative, logistical, communications, and operational tasks; is creative, enterprising, and eager to learn on the job; is excited about balancing multiple, often simultaneous, activities; and has extremely high standards for the quality of their work.

Qualified candidates must demonstrate impeccable attention to detail, exceptional verbal and written communication skills, superior organizational skills, and the ability to flourish on a small, dynamic, and fast-paced team. Critical thinking skills are also essential, as is the ability to exercise good judgment in a variety of situations.

This position reports directly to the Manager of Operations. The salary for this position is $53,000 - $56,000. The expectation is for this role to be in our D.C. office a minimum of 2x a week to collaborate with colleagues.

Essential Duties and Responsibilities:

Administrative and Communications Support

  • Scheduling for executive director and project calls.
  • Provide logistical support for staff meetings and functions.
  • Ability to work and communicate with high-level and diverse stakeholders and audiences.
  • Strong writing skills to draft, proofread, and finalize complex email correspondence and formal documents for speakers, participants, and other stakeholders (ex. invitations, publication announcements, convening-related logistics, thank you notes, etc.).
  • Maintain, adapt, and use computer programs for tracking mailing lists and databases while ensuring quality control of data.
  • Assist with production and dissemination process for publications and print materials.
  • Conduct general research to support programming, events, and grant management.
  • Process invoices, expenses, reimbursements, payment for services, etc. while ensuring correct coding/billing information and processes are followed.
  • Support staff with document formatting, printing, materials preparation and organizing mailings.
  • Other duties as assigned.

Event Management

  • Organize invitation lists and managing participant communications and RSVPs.
  • Develop meeting materials, biography sheets and other convening-related needs.
  • Create, maintain, and update event tracking lists and timelines.
  • Assist in researching, identifying, and communicating with high-profile speakers for events.
  • Arrange staff and participant travel and lodging arrangements.
  • Provide logistical support for programs, roundtables, and other convenings, such as communicating with vendors and managing event production and setup details.
  • Provide on-the-ground support during the events.
  • Serve as a primary point of contact for hosts, vendors, and venues.

Communications and Media

  • Develop email campaigns for periodic mailings, including maintaining HMS databases.
  • Coordinate with Institute Communications staff to promote HMS events and announcements on social media, including drafting social copy, creating graphics, and requesting posts/reposts.
  • Maintain and update website content on a regular basis.

Knowledge, Education, and Experience:

  • Bachelor’s degree required (Interest in public health, health policy or related field preferred).
  • 1-2 years’ administrative experience required, preferably in a non-profit setting.
  • Superior attention to detail and ability to manage multiple tasks.
  • Excellent computer skills required, specifically, expertise with Microsoft Office products.
  • Proficiency with social media, website maintenance and email campaign using platforms such as WordPress and iContact.
  • Working knowledge of popular design tools such as Canva, InDesign, and Illustrator
  • Experience meeting deadlines while balancing multiple projects.
  • Experience with publications production and dissemination is helpful.
  • Excellent interpersonal skills, energy, and initiative.
  • Creative problem-solving skills and professional and polished interpersonal skills.
  • Demonstrated ability to work both independently and as part of a team, with roles often shifting rapidly or taking place concurrently.

The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.

The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status and will not be discriminated against.

If you would like to request a reasonable accommodation regarding the accessibility of our website, a modification or adjustment of the job application or interview process due to a disability, contact HRSupport@aspeninstitute.org or call (202) 736-5800.