Program Coordinator, Events & Logistics

  • Institute of International Education
  • San Francisco, CA
  • Oct 14, 2018
Professional Services

Job Description

Institute of International Education

IIE is an Equal Opportunity and Affirmative Action Employer of Females/Minorities/Veterans/ Individuals with Disabilities.

Organizational Department:

Schedule: Full Time

Education: Bachelor's Degree

Career Level:

Location: San Francisco CA - San Francisco, CA 94108 US (Primary)

Job Description:

Sponsored by the U.S. Department of State's Bureau of Educational and Cultural Affairs, the TechWomen program empowers, connects, and supports the next generation of women leaders in science, technology, engineering, and mathematics (STEM) from Africa, Central and South Asia, and the Middle East. Through professional and cultural mentorship and the development of social impact projects, TechWomen participants gain access to global networks, resources, and knowledge to reach their full potential and become catalysts for impact in their home communities.

The Program Coordinator provides logistical and administrative support for events and delegations throughout the life cycle of the TechWomen program. Collaborating with the project team, the Coordinator arranges logistics for groups of 50-400 participants and program stakeholders, including event and workshop materials, group meals, group transportation, housing and hotel accommodation and other program activities. The Coordinator supports a variety of projects in adherence with all sponsor, contractual and IIE guidelines. This position communicates extensively with various internal and external stakeholders and supports other administrative activities as needed.

Job Requirements:

Essential Functions:

  • Sources and arranges services from vendors, including caterers, restaurants, event equipment providers and others. Maintains communication with vendors in preparation for and execution of events.
  • Prepares event materials, such as researched guides, PowerPoint presentations, signage, and agendas in collaboration with other team members and adhering to the TechWomen brand and voice.
  • Provides day-of-event execution, including material and room setup and breakdown. Supports on-site event implementation by utilizing proactive problem solving, anticipating event needs and next steps and responding to needs of attendees, facilitators and other stakeholders.
  • Represents the TechWomen program while professionally interacting with program stakeholders.
  • Communicates program policies and procedures via e-mail, telephone and in person to internal and external stakeholders.
  • Maintains databases tracking detailed participant and event information.
  • Assists with processing of payments, expense reporting, tracking expenditures and cost share, and event reporting.

Education and Work Experience:

  • Requires a Bachelor's degree in order to apply a working knowledge of the theories and principles in a specialized field or work discipline.
  • Requires at least two years of related work experience.

Knowledge, Skills and Abilities:

  • Strong organization skills with high attention to detail.
  • Ability to work on and prioritize multiple tasks.
  • Ability to work well under pressure and meet deadlines while maintaining a calm and professional demeanor.
  • Good written and verbal communication skills.
  • Keen ability to adapt to various situations and solve problems efficiently and effectively.
  • Intermediate knowledge of Microsoft Office Suites.
  • Basic understanding of and interest in logistical coordination.
  • Ability to interact with all levels of staff and external contacts; sensitive to cultural differences when working with people from other cultures.
  • Ability and willingness to provide onsite event support outside of traditional working hours, including some nights and weekends, during participants' stay in the US (September and October).
  • Passion for and/or experience in supporting women's empowerment initiatives, global education, exchange, and training, and/or women in STEM highly encouraged.

Work Conditions & Physical Demands:

Essential functions are performed in a general office setting with low noise. Job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other team members and external stakeholders. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. IIE is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Travel: Less than 10%