Program Coordinator

Program Coordinator 
 

Department: Program Operations 
Reporting to: Senior Director of Program Operations 
Schedule:  Full-time, non-exempt  
Location: Remote, United States 
Travel required: approximately 15-20 days per year
Pay Rate: $24.00 - $25.00 per hour

Summary

SSP International, Inc. (SSPI) is a non-profit organization that is synonymous with excellence in science education. At SSPI, we are guided by a mission to offer students transformational opportunities to learn, do, and belong in science. Since 1959, SSPI’s flagship program, the Summer Science Program, has offered immersive summer research experiences that ignite curiosity and inspire a lifelong passion for discovery. Guided by our mission, SSPI is focused on embracing collaboration, building a lifelong community, and fostering a diverse and inclusive environment where participants, alumni, staff, and stakeholders feel valued, supported, and empowered. With a global network of over 5,000 alumni, we continue to pave the way for the next generation of leaders. More information on our mission, vision, values, and programs can be found at www.ssp.org. 

The Program Coordinator position is responsible for assisting with the development and management of campus partner relationships, serving as a designated point-of-contact for internal and external stakeholders, and coordinating the operational and administrative processes for the Summer Science Program under the leadership of the Senior Director of Program Operations and in collaboration with the Program Operations and Academic Affairs teams. The Program Coordinator works closely with the Senior Directors of Program Operations and Academic Affairs to coordinate campus partnerships and contract processes, manage administrative tasks, and suggest process improvements while contributing to the effective and successful Summer Science Program. 

The successful Program Coordinator will:  

• Monitor, track, and maintain the phases of campus partnership development that supports lasting and effective campus relationships 

• Maintain organized and up-to-date operational records, workflows, and documentation allowing for effective coordination 

• Identify and implement process improvements that can deliver more efficient operations 

Essential Responsibilities

• Under the direction of the Senior Director, coordinate the development and ongoing management of host campus relationships through researching prospective host campuses, communication with campus stakeholders, scheduling and conducting preliminary meetings assessing feasibility and suitability of prospective partners, and answering common questions related to cultivating new campus partnership opportunities.  

• Develop systems and processes for managing host campus details, including insurance, youth protection, supervision requirements, campus contacts, status tracking for legal agreements, procurement of consumables through university channels, tracking and analyzing price data, and contract and invoice reconciliation. 

• Reconcile contracts and invoices, submit payment requests to Accounting department in a timely and accurate manner, and track contract life cycles from request through payment. 

• Support Summer Science Program depts with administrative tasks such as researching and booking travel, guest speaker recruitment and logistics, communication with external stakeholders and entities, coordination with other teams, analyzing data, compiling reports, etc. 

• Communicate clearly and accurately with host campus designees to support program planning and execution, including ordering, tracking of lab consumables, collecting, and organizing program-specific details such as housing/dining/parking information.  

• Support budget, expense, and accounting review and reconciliation processes, including expense review and approval, submission of requests to Accounting department, and spending analyses. 

• Develop and maintain organized systems for recordkeeping, internal and external communications, setting checkpoints and meeting deadlines, in collaboration with team members and leadership.  

• Develop and maintain documentation of workflow processes and on-campus operations guidelines.   

• Assist with the campus strategy, planning, and operations cycle, in collaboration with team members and leadership.  

• Address operational challenges in collaboration with team members and leadership.  

• Under the direction of the Senior Director, develop, maintain, and improve systems for scheduling, training, staff development, communications, faculty performance and progress during summer operations, and collection and analysis of program feedback. 

• Contribute to the continuous improvement of program operations through the periodic review of processes, policies, and procedures, in collaboration with other team members and leadership. 

• Assist with admissions and enrollment as needed, including but not limited to application portal testing, screening applications, and participation in admissions discussions.  

• Maintain professional and collegial communication and relationships with summer faculty, SSPI staff, and external stakeholders, and work collaboratively with the Education team to solve problems and ensure the success of summer program operations.  

Education and Experience

• Minimum two-year degree or equivalent combination of education and experience in education, nonprofit organizations, STEM, or related field. 

• 2+ years of experience in an administrative role, K-12, higher education, or education-focused nonprofit organization.  

Qualifications

• Strong organizational and time management skills and able to take on multiple priorities in a growth environment 

• Proactive with a systems-oriented mindset focused on problem solving 

• Excellent attention to detail and commitment to accurate and up to date recordkeeping 

• Ability to manage confidential information with discretion and tact. 

• Intermediate computer skills (Microsoft Office suite, databases, spreadsheets, reporting tools, project management software) and ability to learn new technology and software tools 

• Advanced interpersonal and communication skills including the ability to communicate succinctly and clearly, both verbally and in writing 

• Demonstrated commitment to maintaining positive relationships with external stakeholders  

• Experience coordinating multiple projects with competing priorities and deadlines 

• Experience communicating information to diverse audiences and confirming an accurate shared understanding 

• Understanding of access and equity issues for historically underrepresented populations in STEM education 

• Self-motivated with a demonstrated ability to work independently in a fully remote environment, effectively managing time, prioritizing tasks, and meeting deadlines while staying responsive and communicative. 

• Demonstrates commitment to SSPI’s Mission and Values in their daily work and interactions.  

• Performs other duties as assigned. 

Working Conditions

The working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Constantly operates a computer. 

• The ability to observe details at a close range and the ability to adjust focus. 

• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations. 

• Travel campus locations, meetings, and staff gatherings (approximately 15 to 20 travel days in summer plus two in-person meetings in the spring and autumn). 

Clearance Requirements

• Authorization to work in the United States 

• Background clearance 

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply for jobs unless they meet every qualification. SSPI values a diverse and inclusive workplace. If you are excited about this role but your experience does not align perfectly with all the qualifications, we encourage you to apply anyway. You may be just the right candidate for this or other opportunities.