Program Associate

We are seeking a Program Associate with a passion for event logistics to join AAAS supporting the Professional Development and Alumni Engagement programs.

Reporting to and working closely with the Project Director for Professional Development and the Project Director for Alumni Engagement, you will be responsible for event planning and execution, including managing logistics and communication, and participating in outreach efforts and stakeholder relations.

What You'll Do

Event Management, Communication and Support (60%)

• Manage logistical planning and execution of in-person and virtual meetings, workshops, and events. This may include developing and distributing agendas and schedules, venue selection and booking, coordinating A/V elements, arranging travel and accommodation, managing catering, preparing and distributing invitations and briefings, speaker and facilitator support and coordination, procuring materials and supplies, and more.

Contracts & Vendor Management (20%)

• Generate statements of work, master service agreements, independent contractor, vendor, and addendum contracts and agreements as necessary.
• Support STPF requests for proposals and review processes, managing communication with internal and external parties and documenting all aspects of the review process.
• Work with and support vendors/contractors, STPF Finance, AAAS Finance, and the AAAS Office of Meetings and Special Events with through all stages in the contracting process, tracking deliverables and resolving contractual issues as needed. Supports positive relationships and clear communications with all parties.

Administrative Support & External Relations (20%)

• Review and update training materials, multimedia visual aids, and other educational materials and maintain digital filing system of training and career resources.
• Utilize STPF technology systems, including Salesforce, FormAssembly, Zoom, and Asana to carry out essential functions.
• Monitor feedback to determine trends and utilize information to enhance experiences for fellows, host offices and alumni. Consolidate information in formatted reports as needed.
• Maintain confidential information and ensure integrity of data.
• Facilitate positive interactions and productive partnerships with current and alumni fellows, as well as related groups.

Minimum Qualifications

• Minimum of a bachelor's degree with two years of experience in event planning and/or project management.
• Experience planning and managing event logistics and marketing.
• Demonstrated skills in planning, organizing, and coordinating special events; managing schedules, travel and logistics; administrative and program-related duties; project management; processing reimbursements and creating and maintaining expense spreadsheets; facilitating stakeholder and donor relations; managing data and records.
• Excellent communication and interpersonal skills and writing, editing and proofreading abilities are essential.
• Essential for candidate to be proactive in anticipating needs, conflicts and opportunities; flexible and resourceful; detail-oriented; ability to set priorities for multiple projects, meet multiple deadlines under pressure, and work both independently and as part of a team in a fast-paced environment.
• Must be proficient conducting internet research and using MS Word, Excel spreadsheets, PowerPoint presentation software, Zoom, and databases. Candidate must display professional business etiquette; capacity for diplomacy, discretion and to maintain confidentiality.
• Must have ability to work with individuals from different disciplinary and cultural backgrounds and to interact with stakeholders in academia and government, foundation, corporate, and non-profit sectors.
• Ability to travel domestically up to 10% for alumni events located outside of Washington.

Preferred Qualifications

• Experience working in the scientific community, working with Ph.D. level professionals, or a degree in science and/or policy are a plus.
• Prior experience in nonprofit settings, with government funded programs, with fellowships or alumni relations are a plus.

Application Process

Submit a resume and cover letter outlining qualifications and interest in the position by April 28, 2024. Applications are reviewed on a rolling basis. A Recruiter will contact you with next steps if you are selected for an interview.

AAAS is an EEO employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, gender identity, national origin, age, disability, veteran status, or other protected category. AAAS uses E-Verify to confirm the employment eligibility of all newly hired employees.