Program Coordinator, Innovators in Science Award

DEPARTMENT: Awards

REPORTS TO: Director, Innovators in Science Award

The Innovators in Science Award is a landmark new global award that recognizes and celebrates disruptive and transformative research conducted by promising Early-Career scientists and outstanding Senior scientists across the globe in one of the designated areas of Neuroscience, Gastroenterology, Regenerative Medicine, and Oncology. The award was jointly established in November 2016 by the New York Academy of Sciences and Takeda Pharmaceutical Company Limited, a global, R&D-driven pharmaceutical company committed to bringing better health and a brighter future to patients by translating science into life-changing medicines.

The Innovators in Science Award is a limited submission competition in which top research universities and academic institutions around the globe with a well-established record of scientific excellence are invited to nominate their most promising young faculty and their most extraordinary senior faculty working in the designated fields. Prize winners and finalists are selected by a panel of independently selected judges with expertise in these disciplines. The winners are honored at an annual Awards Ceremony and Symposium at the New York Academy of Sciences or in Japan. We are seeking a Program Coordinator to join the team responsible for the stewardship of this very important award.

For more information about the Innovators in Science Award, visit www.nyas.org/TakedaInnovators.

 

SUMMARY:

The Program Coordinator will be responsible for customer service, data management, events coordination, and administrative duties for the Innovators in Science Award program. Independently and in support of other members of the Innovators in Science Award staff (1 PhD scientist) and with the guidance of the Director, the Program Coordinator will play an important role in the planning and execution of the entire awards program. Some travel to Japan may be required.

 

ESSENTIAL DUTIES:

  • Serve as first contact for members of the Innovators in Science Award 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 Innovators in Science Award 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 RESPONSIBILITIES:

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 Innovators in Science Award community (judges, advisory council members, honorees, etc.) regarding logistics, events, finance, and general inquiries.
  • Work with the Academy's Operations Department to coordinate travel and accommodations for Innovators in Science Award community members.
  • Work with the Finance Department to arrange reimbursements and other payments for Innovators in Science Award 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 Innovators in Science Award community members and other related constituents (e.g. institutional contacts and other partners).
  • Work on integration of Innovators in Science Award community lists into the Academy's databases.
  • Work with the Innovators in Science Award team and awards software vendor to identify, troubleshoot and address internal and external user issues.

 

Events Coordination

  • Assist in planning and execution of events for the Innovators in Science Award community (judges, advisory council members, honorees, etc.)
  • Assist in planning and execution of Innovators in Science Award ceremonies in New York and Japan.

Administrative Duties

  • Assist in development of internal documents and promotional materials.
  • Assist in editing and sending emails and other mass electronic communication.
  • Assist in arranging for travel and other logistical support for the Innovators in Science Award 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 by the Director.

SUPERVISORY RESPONSIBILITY:

None

REQUIREMENTS:

  • 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 customer service around annual submission deadline dates and provide support at domestic and international evening or weekend events.

WORK SCHEDULE:

Ability to work occasional flexible hours to provide customer service around 2 annual submission deadline dates and provide support at 4-5 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.

HOW TO APPLY:

Applications must include a resume, cover letter, and salary requirements.