Program Coordinator – External Offerings & Partnerships
The Carnegie Foundation is currently seeking an experienced Coordinator for our External Offerings and Partnerships (XOP) group – a small, close-knit team that designs, plans, and executes a wide range of external facing events, including the annual National Summit on Improvement in Education. XOP events can range from 30 workshop participants to 600+ conference attendees. The XOP team is currently looking for a Coordinator with very strong administrative support and event planning skills and experience, and who is comfortable working in a dynamic, frequently changing environment. This individual will be responsible for tasks to support the work of XOP that include, but are not limited to, the tasks described below:
Work closely with Carnegie’s Events Manager to plan and coordinate all logistical details for XOP convenings, meetings and special events (both on and off site), often working collaboratively with other program staff. This work may include: preparing and sending invitations, tracking RSVPs, preparing event materials, preparing name badges and guest lists, monitoring registration system activity, securing and setting up the venue, arranging for catering, A-V needs, local transportation for participants, coordinating travel reimbursements, etc.
Handle logistical communications with XOP event attendees.
Plan, coordinate and arrange for all technology needs, including the use of Carnegie collaboration tools – including the intranet, Google Apps and other online platforms such as WebEx, video conferencing equipment, etc.
Work with the XOP Project Manager to maintain accurate accounting records of XOP expenditures. Process expenditure paperwork in accordance with the internal accounting system. Initiate payments to consultants and participating partners as appropriate. Follow up on any outstanding invoices.
Make complex travel arrangements that may involve multiple travelers and/or multiple destinations, and prepare and follow up on necessary expense reimbursement reports accurately on a timely basis.
Assist in the completing of reports to funders and other external audiences on a timely basis by monitoring, collecting, copyediting, and compiling components of the report prepared by internal and external partners.
Serve as a core member of the annual Summit planning team and provide support to the core committee as well as the program development team. Serve as lead for a variety of sub-teams, possibly to include Presenter Support, On-Site Attendee Support, Carnegie Staff Engagement Coordinator, etc.
Participate in regular team meetings, document action items and decisions made during meetings, and independently address action items and/or follow up to make sure action items have been addressed by the appropriate party(ies).
Represent the Carnegie Foundation in a positive, professional, and effective manner when communicating directly with executives and administrators in and out of education.
In collaboration with the XOP Project Manager, closely monitor timelines and deliverables, keeping the XOP programs on track with all deadlines.
Manage organizational planning calendars, including scheduling meetings with multiple internal and external contacts, including out-of-town meetings. Provide logistical and technical support for teleconferences and videoconferences.
Working with the XOP Project Manager, maintain the team’s files – both paper and electronic, such that necessary files can be quickly and easily retrieved.
Organize, format, type, and carefully proofread a variety of reports, manuscripts, letters and documents as requested by members of the XOP Team. Photocopy and prepare reports, manuscripts, letters and papers for dissemination. Efficiently plan and implement processes for distribution of publications and mass mailings, both electronic and paper.
Serve as a team lead for, or participant in, Carnegie-wide internal staff activities that support the organization’s culture (examples include the Social Committee, Emerald Week planning committee, etc).
Other duties as requested.
Summary of Qualifications:
The ideal candidate will be extremely well-organized, gracefully assertive, and possess strong interpersonal skills. In addition, s/he must:
Have strong organizational skills and the ability to multi-task quickly and effectively and meet multiple, frequently shifting deadlines in a calm, courteous, and professional manner.
Exhibit sound judgment and be pleasantly assertive, dependable, and task-oriented; must display strong initiative, be willing to help wherever needed, and be willing and able to learn new processes, concepts, software, etc. quickly.
Be able to work effectively as a member of close knit and highly collaborative program and administrative support teams.
Be able to meet multiple timelines and must be very flexible and comfortable working in an environment where processes and targets are evolving.
Have excellent English verbal and written skills; must be able to communicate clearly and effectively, both one-on-one and in larger groups, with internal and external constituents.
Possess meticulous proofreading skills (grammar, punctuation, and consistency of format and style), and very strong computer/keyboarding skills (Microsoft Outlook, Excel & Word, 50+wpm), writing skills, and interpersonal/communication skills.
Reflect professionalism when serving as the “outward face” of the Carnegie Foundation.
Be able to travel, if required (approximately 5%)
Education/Experience Requirements:
Bachelor’s degree required.
Two or more years of relevant administrative experience is required.
Experience in the field of education or in nonprofit organizations is a plus, but not required
Environmental/Atmospheric Conditions:
Collaborative, community-building atmosphere grounded in an environment of mutual respect and trust. The facility is located in a quiet, pastoral setting near a hiking trail. Amenities include a communal kitchen, outdoor eating/gathering areas, and free parking.
Organization Overview:
The Carnegie Foundation for the Advancement of Teaching is an operating foundation located in Stanford, California. Chartered in 1906, the Foundation has carried out a wide range of activities and research to support and advance the work of educators at all levels. The Foundation is currently undergoing a significant transition in its program of work. The new focus seeks to pioneer a radically different model of educational research and development capable of advancing improvements in student learning at scale.
The Foundation is engaged in a deep and long-term exploration of the application of the tenets, tools, and methods of improvement research to develop a science of performance improvement in education. The idea is to establish a “third way” to think of education research. The methodological richness and rigor of translational research requires controls and restrictions that limit its capacity to address real problems of practice in their contextual complexity and in ways that support improvement. Participant / practitioner research offers compelling immediacy and profound impact that unfortunately remains limited in its breadth of influence and therefore limits its contribution. The proposed “third way” partakes of each of these traditions and brings to bear an emerging science of improvement research to work on high leverage problems of practice in ways that produces knowledge that drives improvement — ultimately at system-wide scale.
At the present time, Carnegie is focused on two high-leverage problems of practice — the extraordinarily high failure rates of community college students in developmental math and the weak information and support systems for the improvement of teaching in K-12 systems. Carnegie has developed a Community College Pathways program and a Learning Teaching program aimed at forming productive collaborations to address these problems.
How to apply
Application Procedures:
The Carnegie Foundation offers a competitive salary and generous benefits in a pleasant and friendly work environment. Review of applications will begin immediately, and the position will remain open until filled.
To apply, please refer to Job Code IDPCX-0915 in the subject line and email, send, or fax your resume, salary expectations, and a detailed cover letter explaining why you are interested in this position and how your strengths and skills would contribute to Carnegie’s work to:
Director of Human Resources
The Carnegie Foundation for the Advancement of Teaching
51 Vista Lane
Stanford, CA 94305
Email to: resumes@carnegiefoundation.org
Phone: 650/566-5100 Fax: 650/326-5312