Program Coordinator I - Faculty Support

Posting Title: Program Coordinator I - Faculty Support

Overview:

The Program Coordinator plays a decision-making role in organizing events and curating written and digital content for IHE media use. The Program Coordinator acts on behalf of the IHE both internally and externally, functioning as a key coordinator and principal point of contact for the IHE’s activities.

The Program Coordinator I must be an excellent written and verbal communicator to serve as the point of contact for vendors, speakers, and attendees at these events.

Consequently, the IHE is seeking an individual who is eminently trustworthy and reliable; is ready to take initiative and to work independently; has good judgment; is positive, enthusiastic, and works well with others; is self-motivated, hard-working, and able to work without constant supervision; has strong organizational abilities and attention to detail; and is strongly motivated by the IHE’s mission to bring the truth of the Catholic intellectual tradition to the Catholic University campus and the wider public square.

The ideal candidate will be adept at coordinating a busy agenda, adhering to deadlines, anticipating problems and taking initiative, following-through on independent projects, and planning events (both in-person and virtual). He or she will respond promptly to emails and keep track of taskings in an organized and efficient manner.

This is a two-year position with opportunities to advance within the Institute.

The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is: $75,000.

Responsibilities:

• Performs a wide variety of administrative support and clerical functions, including scheduling and travel arrangements (e.g., booking flights, making hotel reservations), filing, maintaining lists of contacts, drafting letters, writing summaries, proofreading, photocopying, scanning, and printing documents.
• Serves as administrative support liaison with other departments regarding tasks related to purchasing, Human Resources, facilities, and operations.
• Provides administrative support for the Managing Director, Executive Director, and Director of Student Programs.
• Prepares the Managing and Executive Directors for internal and external meetings. Often, the Program Coordinator will sit in on these meetings, take notes, write summaries, and will be tasked with follow-up execution.
• Acts as a public face of the Institute, screening guests, assisting important visitors, and representing the Institute to partner organizations and departments.
• Builds the IHE’s presence and influence through communications with partner organizations (includes conference travel and representative attendance at partner events).
• Manages IHE social media, coordinating interns to assist with content creation.
• Handles conference scheduling, venue selection, and catering arrangements for IHE functions.
• Plans internal events including the monthly John Courtney Murray Dinner, IHE Mass, paper workshops, and lunches, with an emphasis on internal events aimed at faculty.
• Oversees IHE functions from beginning to end, including coordinating with speakers to generate events, scheduling, coordinating between catering/ photography/ A/V/ travel, etc., and representing the IHE at events.
• Organizes and leads IHE summer programs such as Civitas Dei, Rome, and England. Coordinates with other team members and partner organizations throughout the year on all aspects of IHE international programs, with possibility of occasional travel (1-2 weeks at a time).
• Acts as IHE point of contact at public events, which requires the Program Coordinator to regularly attend events in the evening on campus and throughout the DC area.
• Oversees the production of the IHE’s monthly e-newsletter; cultivating articles, event reviews, and other content; coordinating editing and content creation; and managing the subscriber list through MailChimp.
• Process contracts, scholarship paperwork, stipends, and reimbursements for IHE students, faculty, and other contractors for all aspects of the IHE.
• Aids the Director and other members of the staff in the work of donor relations and outreach.
• Works with the media and CatholicU communications office to promote the IHE’s work and events to the public.
• Produces and curates written content for and edits website articles, various reports, annual report, and press releases.
• Proofreads a variety of public and internal documents and communications.
• Assists with budgetary and business operations, including reimbursements, departmental purchases, contracts, and honoraria.
• Serves as primary point of contact for faculty fellows and media personnel.
• Assists in the preparation and control of records, statistics, and reports.
• Serve as liaison between the IHE and external partners.

Qualifications:

• A Bachelor's Degree
• Two (2) years of similar or related experience in an administrative or event-planning environment preferred.
• Internships with corporations, non-profits or Hill experience may be considered.
• Experience with institutional communications and/ or event planning experience preferred.
• Requires practical knowledge of computer applications, including MS Office, Excel, PDF Editor, Canva, and PowerPoint.
• Excellent written and verbal communication skills.
• Experience with academic programming and administrative assistance
• Proactive with ideas for development and programming, and passionate about the care and formation of students and promoting the mission of the IHE.