About the Institute
The Program Coordinator plays an essential role in supporting the work of the fast-paced external relations division which is made up of marketing, communications, government relations, and public programs. Responsible for day-of execution activities for public programs and special events, the Coordinator supports a variety of activities and projects for the external relations team, including tracking attendance data, managing contact lists and databases, and conducting outreach to partners, public officials, and community members.
Summary The Program Coordinator plays an essential role in supporting the work of the fast-paced external relations division which is made up of marketing, communications, government relations, and public programs. The Program Coordinator serves as the administrative and logistical backbone for a range of external relations activities including public programs, government relations initiatives, and other Institute projects. In collaboration with the Program & Partnership Manager, the Program Coordinator is responsible for day-of execution activities for public programs and special events, and will liaise and coordinate among colleagues, departments, and external partners and vendors to ensure successful implementation of programs and projects. The Program Coordinator will support a variety of activities and projects for the external relations team, including tracking attendance data, managing contact lists and databases, and conducting outreach to partners, public officials, and community members, all under the supervision of the Director of Community Engagement.
All applicants must submit a cover letter.
Primary Duties & Responsibilities
- Performs essential administrative functions to support the planning and execution of public and special programs, including: filing, scheduling, email tracking, data entry and management, drafting and filing correspondence, running registration platform and data, and managing event logistics
- Leads planning and drives implementation of event logistical needs, including A/V, catering, developing floor plans and staffing needs, and managing day-of execution activities
- Conducts research on policy, legislation, and electoral activity that inform potential programming and other projects
- Supports audience and community engagement efforts by cultivating and managing lists and databases and conducting direct outreach to build awareness and audience for Institute activities
- Supports communications and marketing needs for programs and projects, including drafting website entries, social media content, email messages, posting photos, and uploading event highlights
- Drafts and prepares correspondence, project descriptions, internal planning documents, and memos
- Manages various lists of elected officials, program attendees, email subscribers, and other databases and contacts
- Assists in conducting outreach and managing visits of elected officials and other special guests to the Institute
- Maintains office contact and files including invoices, expenses, recordings, photo, and correspondence
- Other duties and special projects as assigned
Education Bachelor’s degree preferred or equivalent record of professional achievement and qualifications with a demonstrated track record of success. High School/GED required.
- 1-2 years of experience in events, project management, or office administration
- Must have prior experience in an office setting with the ability to handle a variety of routine administrative responsibilities
- Experience multi-tasking and working in a fast-paced environment
- Experience working in customer service, conducting outreach, or serving as a friendly external point of contact for a variety of audiences and stakeholders
Knowledge, Skills & Abilities
- Effective interpersonal and communication skills
- Strong organizational and time management skills
- Ability to multi-task effectively and meet deadlines in a fast-paced office
- Must be detail orientated, meticulous with professional standards for task execution
- Possesses the personal qualities of integrity, discretion, and reliability
- Creativity and enthusiasm for problem-solving and tackling new projects and tasks
- Comfort and poise serving in an external-facing role to public figures, guests, and others
- Experience with various research projects including database building, policy research, locating contact information
- Enthusiasm and commitment to teamwork
- Passion for promoting civic engagement to people of all ages
- Strong customer service orientation
- Working knowledge of Microsoft Office applications
- Working knowledge of Google workplace applications and others such as Eventbrite, Adobe Design Cloud, MailChimp, and ease of learning other event/customer management and design software
- Demonstrated flexibility and efficiency while working under pressure
- Interest in government and/or public policy helpful
- Demonstrated willingness to work nights and occasional weekends
Physical Requirements The physical demands and work environment described for this position are representative of those that must be met by an employee to successfully perform the essential functions of this job. Duties are performed indoors in an office/workstation environment. Duties may require extended periods of standing, walking, sitting, talking, hearing, and long periods of computer viewing.
Please email resume and cover letter (required) to email@example.com, with the title “Program Coordinator” in the subject line. Please, no phone calls. The Institute does not retain external search firms. No solicitation calls will be entertained.
The Edward M. Kennedy Institute for the United States Senate is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.