Program Assistant

DEPARTMENT: Shared Services- Meeting & Event Operations
REPORTS TO: VP, Event Operations & Special Projects

SUMMARY:

The Program Assistant will provide administrative support in areas of customer service, data management, events coordination, and administrative duties for the Academy’s Meeting Operations team with a specific focus on the Academy’s Awards program portfolio.

ESSENTIAL DUTIES:

• Serve as first contact for members of the Awards community (judges, advisory council members, honorees, etc.) regarding logistics, events, finance, and general inquiries.
• Generate reports, including statistics, for staff meetings, presentations, speeches, etc.
• Assist in planning and execution of events for the Awards community (judges, advisory council members, honorees, etc.)
• Assist in development of internal documents and promotional materials.
• Prepare agendas and take notes at staff meetings for internal dissemination.

GENERAL RESPONSIBILIIES:

Customer Service

• Answer email and phone inquiries from nominators, candidates, judges, university executives, and affiliated partners, especially during the nominations periods.
• Serve as first contact for members of the Awards community (judges, advisory council members, honorees, etc.) regarding logistics, events, finance, and general inquiries.
• Help coordinate travel and accommodations for Awards community members.
• Work with the Finance Department to arrange reimbursements and other payments for Awards community members.

Data Management

• Perform quantitative and qualitative data entry, analysis, and reporting with periodic maintenance and updating of program data sets.
• Generate reports, including statistics, for staff meetings, presentations, speeches, etc.
• Maintain and update electronic and postal mailing lists for Awards community members and other related constituents (e.g. institutional contacts and other partners).
• Work on integration of Awards community lists into the Academy’s databases.
• Work with the Awards team and awards software vendor to identify, troubleshoot and address internal and external user issues.

Events Coordination

• Assist in planning and execution of events.
• Assist in planning and execution of US-based and international Awards ceremonies and scientific symposia.

Administrative Duties

• Draft and edit internal documents, promotional materials, and website content.
• Liaise with marketing department and sponsor to develop and organize deployment of promotional materials.
• Draft, edit, and send emails and other mass electronic communication.
• Assist in arranging for travel and other logistical support for the Awards team.
• Schedule calls and meetings and reserve meeting space and catering.
• Prepare agendas and take notes at staff meetings for internal dissemination.

Provide general support and other duties as assigned.

SUPERVISORY RESPONSIBILITY:

None

REQUIRED SKILLS AND EXPERIENCE:

• Bachelor’s degree (science major or demonstrated interest in science preferred) and 2–3 years of experience in an administrative position, working independently. Experience and/or familiarity with academic administrative offices or scientific organizations a plus.
• Ability to coordinate projects from start to finish, multi-task, prioritize, and meet deadlines in both collaborative and independent settings.
• Excellent oral and written communication skills, as well as strong editing and proofreading skills, with meticulous attention to detail.
• Interpersonal skills, particularly the ability to convey information over the phone and through email in a consistently genial and professional manner.
• Microsoft Office experience, including Outlook, Word, Excel, PowerPoint, Mail Merge. Experience with web-based software and use of database management systems a plus.
• Ability to work occasional flexible hours to provide support around annual submission deadline dates and provide support at domestic and international evening or weekend events.

WORK SCHEDULE:

The Academy operates during standard business hours Monday through Friday from 9am-5pm. Standard work week is 35 hours, unless otherwise noted.

Hybrid scheduling may be available based on business needs and the essential functions of the role. There will be some requirement to be onsite at our Downtown Manhattan location. Onsite days will be dictated by management.

This is a largely sedentary role, but includes occasional lifting, bending and standing. 

COMPENSATION & BENEFITS:

Salary: $50,000-$55,000 annually. This is Full-time, non-exempt position.

In addition to salary, the Academy offers a comprehensive benefits package which includes affordable health insurance, retirement plan with matching employer contribution, personal & career development stipend as well as liberal paid time off policies.