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Program Coordinator

The Aspen Institute

The Aspen Institute

Administration, Operations
Washington, DC, USA
Posted on Thursday, July 13, 2023

The Aspen Institute

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.

Commitment to Diversity, Equity & Inclusion

To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

Program Description:

The Stevens Initiative is an international effort to build global competence and career readiness skills for young people in the United States and the Middle East and North Africa by growing and enhancing the field of virtual exchange. Created in 2015, the Initiative is committed to helping expand the virtual exchange field through three pillars of work: investing in promising programs, sharing knowledge and resources, and advocating for virtual exchange adoption. The Stevens Initiative is sponsored by the U.S. Department of State, with funding provided by the U.S. Government, and is administered by the Aspen Institute. It is also supported by the Bezos Family Foundation and the governments of Morocco and the United Arab Emirates.

Basic Function:

The Program Coordinator supports grants management and oversight of the Stevens Initiative’s U.S. Government-funded grants that support virtual exchange programs between the United States and the Middle East and North Africa.

In accordance with our Reimagining Work policy, the ?Program Coordinator should be willing to be in-person with colleagues a minimum of 40% of the time while having the flexibility to work remotely for the balance. In-person consists of meaningful connections with colleagues in an office, traveling to a different office or location to meet fellow staff members, at an Aspen event, at a meeting outside the office or other opportunities to meet in person with teammates and colleagues.

Essential Duties and Responsibilities:

  • Assist with the implementation of the Stevens Initiative’s annual grant competition, helping to organize documents, review proposals, and compile materials for stakeholders;
  • Support the improvement and implementation of grants management systems for the Initiative's grant portfolio of approximately 25 grants;
  • Track activities of grantees, maintaining detailed records of grantees’ programming periods, events, travel, timelines, reports, and partnerships;
  • Communicate with grantees, helping to internally coordinate responses, schedule meetings, track issues and deliverables, and follow up on grantees’ reports in a timely fashion;
  • Track and maintain grantee participants and partners using a database; use database to assemble briefing materials and reports for internal and external stakeholders;
  • Schedule and participate in site visits of grantee programs;
  • Review quarterly progress reports; compile program information and draft summaries for use in reporting, public documents, and briefing materials;
  • Support a grantee community of practice by maintaining the online community and meeting invitation lists, scheduling meetings, and drafting meeting agendas;
  • In collaboration with the Finance and Operations Manager, process grantee financial payments as needed.

Knowledge, Education, and Experience

  • Bachelor’s degree with a minimum of one year of experience, with demonstrated experience managing projects
  • Exceptional attention to detail, as well as the ability to handle multiple tasks and shift priorities quickly
  • Ability to organize and structure systems and policies to ensure smooth daily program operations
  • Experience with a variety of software programs, including Excel, Word, and other Microsoft Suite products
  • Ability to work well with staff and a variety of stakeholders, with a willingness to contribute to the team as needed to support the achievement of program goals
  • Excellent interpersonal and communication skills, as well as sound judgment, maturity, and a sense of humor
  • Ability to be flexible, proactive and navigate different groups and settings with nuance and sensitivity
  • Ability to handle information with the utmost discretion
  • Strong interest in and support for the mission of the Stevens Initiative
  • Knowledge of or experience in the Middle East/North Africa, or in the education and exchange fields a plus

The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave.

The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status and will not be discriminated against.