Careers at the Aspen Institute
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Aspen Institute employees come from a wide range of backgrounds and possess a unique blend of education, skill, and policy experience. We recognize that our people are our vital resource and we value their knowledge, enthusiasm, and commitment. At the Aspen Institute we offer competitive salaries and a wide variety of benefits to our employees and their families.

If you would enjoy working in a dynamic environment and are looking for an opportunity to become part of a stellar team of professionals, we invite you to apply online today.

Program Coordinator

Department: SOCRATES
Location: Washington, DC

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.

The Aspen Institute Socrates Program provides a forum for emerging leaders from various professions to convene and explore contemporary issues through expert-moderated dialogue. Socrates also provides the opportunity for participants to enter into a diverse professional network, and into the broader range of the Aspen Institute's programs.

The Position: Program Coordinator

The Aspen Institute Socrates Program seeks a highly organized, hands-on, flexible, and detail-oriented Program Coordinator to assist with the assist with the logistics and planning of seminars, communications and marketing of programs and the production of seminar reading materials. Duties do not include the development or copyediting of original content for publication. The position requires exacting attention to detail, the ability to manage multiple projects simultaneously, and a passion for learning.

Essential Responsibilities and Duties:

The Program Coordinator works directly with the Program Manager and Director, juggling multiple programmatic and administrative needs, and indirectly with other Socrates staff. The position requires keen expertise in task management such that projects and tasks are appropriately and proactively planned in advance, together with the flexibility to handle last-minute needs and changes. Supervised and guided by the Socrates Manager, the Program Coordinator interfaces with internal and external partners in relation to curriculum develop. The Program Coordinator is also responsible for the coordination, production, and distribution of readings associated with the readings production operation for approximately 30 or more seminars per year.

Program Support (50%)

  • Maintains general Correspondence, including written correspondence to donors and vendors, preparation of Requests for Payments.
  • Prepares and summarizes Socrates seminar evaluation reports.
  • Prepares expense and reimbursement requests.
  • Provides file management and phone and email support as needed
  • Assist in processing contracts on an as-needed basis
  • Provides logistical support to ensure the smooth execution of high-quality presentations, press announcements, and other events, including printing, assembling, shipping and organizing materials.
  • Assist with the booking of travel of moderators and participants.
  • Interacts routinely with Socrates alumni, vendors, external constituents, Public Programs team, Communications team, Development team, and the Aspen Institute Community.

Reading Production (40%)

  • Work with Socrates Program moderators and various program contacts to obtain and clarify curriculum.
  • Prepare cited reading lists and materials for production and creation of prototypes for moderators’ or program contacts’ approval.
  • Edit and proofread materials for style, accuracy, consistency, clarity, and quality control throughout production process. Improve readings format for electronic files using InDesign, Word, and PDF software.
  • Execute layout work for non-electronic readings
  • Research the Internet, libraries, and other resources for books, publications, and information needed for seminar readings production.
  • Obtain copyright permission from Copyright Clearance Center and publishers for the use of excerpts from books, newspapers, magazines, journals, and other publications for printed and electronic distribution.
  • Send compressed PDFs and instructions to printer for readings reproduction.
  • Package and ship readings to moderators and participants, track shipments as needed, and troubleshoot any related problems.

Communications (10%)

  • Assist Program Manager and other department staff with marketing materials and newsletter.
  • Maintain department website, updating dates and contact information as necessary.
  • Prepare marketing blasts and newsletter.

Knowledge, Education, and Experience:

  • Bachelors degree (preferred) plus 2-3 years of professional experience in administration and event planning.
  • Demonstrated excellence in writing and analytic ability.
  • Experience engaging with multiple stakeholders.
  • Expert user of Microsoft Office Suite, including strong PowerPoint skills
  • Previous experience (1-2 year) with social media and communications.
  • Strong interest in the work and mission of the Aspen Institute and the ability to represent the organization externally.

Knowledge, Skills, and Abilities Required:

  • Excellent writing skills
  • Exceptional attention to detail and organizational skills
  • Excellent interpersonal skills and ability to work with team
  • Must be able to exercise good judgment and maintain confidentiality

Preferred Additional Skills:

  • Understanding of seminar-style events and college-level coursework preparation.

To Apply:

Please visit the Aspen Institute’s career page and follow the instructions to submit a cover letter and resume. Cover letter should highlight applicant’s specific qualifications for this position. Applications without cover letter will not receive full consideration. Cover letter and resume may be uploaded at Step 5 of the process.

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.

Candidate must have the ability to work under pressure and handle stress. Candidate must also have the ability to meet the regular attendance policy of the Aspen Institute.


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