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Program Coordinator - Blavatnik Awards for Young Scientists

JOB TITLE:  Program Coordinator, Blavatnik Awards for Young Scientists

DEPARTMENT: Awards

REPORTS TO:  Associate Director, Blavatnik Awards for Young Scientists

SUMMARY:

The Blavatnik Awards for Young Scientists recognize early-career researchers who have made groundbreaking advances in Life Sciences, Physical Sciences & Engineering, and Chemistry. The awards are managed by the Academy and funded by the Blavatnik Family Foundation, an active supporter of numerous leading educational, scientific, and cultural institutions throughout the United States and the world. For more information about the four Blavatnik Awards programs, please visit www.blavatnikawards.org.

The Program Coordinator is responsible for customer service, data management, events coordination, and administrative duties for the Blavatnik Awards programs. The Program Coordinator will play an important role in the planning and execution of the entire Awards program.

RESPONSIBILITIES:

  • Act as the first point of contact for a range of external stakeholders, monitoring calls and emails and responding in a timely and professional manner.
  • Work with the event operations department of the Academy, the Blavatnik Awards team, external production companies, and affiliated partners on logistics and other tasks for events (Awards Ceremonies, Jury Meetings in NYC and internationally, annual Blavatnik Science Symposium, and other events).
  • Process check requests.  Complete and submit expense reports; keep record of expenses submitted and track reimbursement status.
  • Work with internal and external stakeholders and use program management software tools to ensure that nomination materials are complete and to identify, troubleshoot, and address internal and external user issues.
  • Maintain and update program data sets.  Perform quantitative and qualitative data entry, analysis, and reporting. Generate reports, including statistics.  Maintenance of complex spreadsheets and tracking project plans in support of central project management efforts.
  • Coordinate and attend meetings and prepare agendas.  Schedule calls and meetings and reserve meeting space and resources.  Manage calendars and provide meeting support for CSO and Associate Director as directed.
  • Assist in development, drafting, and editing of internal documents, promotional materials, and other program collateral including emails, surveys, and other mass electronic communication.
  • Liaise with honorees and other community members, institutions, and filmmakers to assist with scheduling filming of video collateral featuring Blavatnik Awards honorees and programs.
  • Coordinate shipping, messenger services, and package follow up.
  • Stay aware of current team projects and proactively assist staff members as needed. Assist in developing and streamlining team processes and procedures.
  • Perform additional duties as assigned.

SUPERVISORY RESPONSIBILITY:

None

REQUIREMENTS:

  • Bachelor's degree (science major or demonstrated interest in science preferred) and 1–3 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 in a consistently genial and professional manner with a wide range of domestic and international stakeholders.
  • Microsoft Office experience: Outlook, Word, Excel, PowerPoint, Mail Merge. Experience with web-based software database management systems a plus.

WORK SCHEDULE:

Ability to work occasional flexible hours to provide customer service, for example around multiple annual submission deadline dates or during Blavatnik Awards team international trips.  Ability to provide support at 6-7 evening or weekend events each year.

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

WORK ENVIRONMENT/PHYSICAL DEMANDS:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, etc. This is largely a sedentary role; however, some movement is required. Examples world be lifting files, opening filling cabinets and bending or standing as necessary.

EEOC STATEMENT:

The New York Academy of Sciences is an Equal Opportunity Employer, adhering to the laws which prohibit discrimination in the terms, conditions and privileges of employment.  Academy policy expressly prohibits discrimination in employment because of any legally impermissible classification, including but not limited to actual or perceived race, creed, color, national origin, sex, age, religion, and any other characteristic protected by federal, state or local law.

HOW TO APPLY:
Applications must include a resume, cover letter and desired salary to be considered.