Program Coordinator, External Offerings and Programs

Stanford, California, United States Full-time

Supervisor:  Project Manager, Core Expertise Units

Department/ Program: Core Expertise Units

Works closely with: Networked Improvement Science, Analytics, and Co-Tech Teams

Status: Regular; Full Time; Exempt

Position Purpose 

The position provides  program coordination and administrative support to the Core Expertise Units at the Carnegie Foundation. These groups, consisting of several functional teams (Analytics, Collaborative Technology, Improvement Science, and Network Initiation and Development), serve as a central infrastructure for all Carnegie programs. The Coordinator provides key proactive support and manages processes that allow these teams to function as a cohesive unit.


Key Responsibilities

This position dedicates time to each group, and will work collaboratively with the teams’ Project Manager and Directors, as well as other staff, partners, and consultants, and will be responsible for coordinating the smooth day-to-day operations and logistics. The Coordinator will be responsible for a wide array of tasks to support program work , including, but not limited to, the duties described below:


  • Participate in regular team meetings, document action items and decisions made during meetings, and ensure action items have been addressed by the appropriate party(ies).
  • Manage organizational planning calendars, including scheduling meetings with multiple internal and external contacts. Provide logistical and technical support for teleconferences and videoconferences.
  • Plan, coordinate and arrange for all technology needs, including the use of Carnegie collaboration tools – including Google Apps, Dropbox, and other online platforms such as Webex, Zoom, video conferencing equipment, etc.
  • Coordinate logistical details for meetings and special events with program team members and external partners, often working collaboratively with other program staff, including: preparing and sending invitations, tracking RSVPs, preparing event materials, securing and setting up the venue, arranging catering, audio-visual needs, local transportation for participants, etc.
  • Make complex travel arrangements that may involve multiple travelers and/or multiple destinations (hotel, air/ground transportation, meeting arrangements), and prepare and follow up on necessary expense reimbursement reports accurately on a timely basis.
  • Work with Project Managers and Directors to maintain accurate accounting records of expenditures. Track all department expenses in electronic budget workbooks, reconcile department credit card expenses, and process reimbursements and invoices.
  • Provide high level administrative support for the program and contribute to the Foundation’s collaborative administrative support team.
  • Other related duties, as assigned.


Education and Experience Requirements 

  • Bachelor's degree is required.
  • 2 years of increasingly responsible administrative experience; experience using Microsoft Outlook is a must.
  • Experience working in the field of education or in a non-profit environment is preferred.


Skill Requirements and Qualifications

  • The ideal candidate will be and extremely hard-working self-starter who is able to work independently and self-manage toward goals, while also being willing and able to work closely and effectively with others. Must be highly dependable and able to determine and ask the necessary questions to follow through on a given assignment in an effective and timely manner.
  • Must have the ability to multi-task quickly and effectively and meet multiple deadlines in a calm, courteous, and professional manner.
  • High level of comfort communicating at all levels of the organization and in groups of both internal and external constituents.  
  • Excellent oral communication with meticulous writing and proofreading skills.
  • Able to work collaboratively and harmoniously in a team setting, while also being able to work independently and self-manage toward goals.
  • Must exhibit sound judgment, be dependable, and be proactive.  
  • Ability to think critically and synthesize complex information from multiple sources.
  • Must possess very strong computer skills (Microsoft Outlook, Word, Excel, and other Office Suite components, Google Apps, Concur, and video conferencing platforms) with the ability to learn new technologies and software quickly.
  • Desire to be part of, and ability to contribute to, a highly collaborative environment. Be approachable, able to work with varied constituencies, and help whenever needed.
  • An interest in continuous improvement, and problem solving, including a desire to learn new processes, concepts, software, etc.