Coordinator II

Position Description

The Program Coordinator, working with little supervision, plans and implements activities related to the HCPDS’s focal areas plus Center-wide seminars/events. This includes the following:

The Program Coordinator leads the planning process and subsequent implementation of 25 – 30 hybrid seminars annually, including the weekly Social Demography Seminar and the bimonthly Population Research Exchange. Specific duties include: leading the annual planning meeting with the core faculty committee; conducting research and deciding on possible speakers, then issuing invitations; determining the calendar; arranging speaker travel; ordering catering; soliciting program materials; negotiating hotel contracts; arranging ancillary meetings; managing the seminar on-site (including Zoom component) and serving as host/facilitator; conducting follow-up activities (e.g. requesting honoraria); capturing program/attendance data and writing year-end summaries on seminar activities. The Program Coordinator creates and manages the SDS budget, plus controls and reconciles expenses.

Working closely with the HCPDS Deputy Director, the Program Coordinator manages activities around the recruitment and organization of our postdoctoral training programs: David E. Bell Fellowship and the Mortimer Spiegelman Fellowship on Demographic Studies. This includes circulating “calls for applications”; updating the recruitment language on the HCPDS website; updating the entire online system and application process in the Qualtrics system; troubleshooting questions from applicants; organizing incoming applications and managing the faculty review process; contacting finalists and arranging interviews. For the current cohorts, the Program Coordinator schedules and attends monthly fellows’ meetings as well as arranges all extraneous activities (e.g. special workshops).

The Program Coordinator leads the planning process and execution of 1 to 3 exploratory workshops per year. This includes working closely with the faculty convener on the agenda and logistical details; issuing invitations to attendees; arranging travel for 6-12 participants per workshop; ordering catering; soliciting program materials; negotiating hotel contracts, arranging ancillary meetings, managing on-site, and conducting follow-up activities (e.g. requesting honoraria). The PM creates and manages the workshop budget plus controls and reconciles expenses.

The Program Coordinator leads activities related to the HCPDS’s research initiatives which in the past has meant managing the development of a faculty led, co-edited book; conducting background research; and drafting progress and final reports for sponsors/donors.

The Program Coordinator will oversee (serve as Team Lead) the work of one faculty assistant (FA), providing guidance, and offering input on performance. The FA will provide administrative support on seminars and events.

The Program Coordinator will co-lead the Pop Center “Refresh Committee” that serves to review employee feedback about workplace improvements and research feasibility of top priorities to inform recommendations for Center leadership.

As time allows, the Program Coordinator will have the opportunity to take on special projects such as participating in grant preparation and researching new systems/software platforms.