Program Coordinator - Office of Fellowships

Job Description Summary:

ABOUT THE OFFICE OF FELLOWSHIPS
The Office of Fellowships (OFELL) administers prestigious fellowship awards on behalf of government agencies, private foundations, and other sponsoring organizations. These programs are designed to support and enhance the career development of master’s level, doctoral and postdoctoral researchers and scholars, providing them with unique opportunities to advance their expertise.

ABOUT THE POSITION
The Program Coordinator coordinates and oversees administrative, logistical, and operational activities supporting Office of Fellowship programs, including the Christine Mirzayan Science and Technology Policy Fellowship and the New Voices in Sciences, Engineering, and Medicine programs. The position coordinates day-to-day program administration across the fellowship lifecycle, including application and selection activities, fellow onboarding and orientation, mentor and speaker coordination, program communications, and meetings and events. The Program Coordinator also collaborates with OFELL's financial business partners to coordinate fellow stipends, travel reimbursements, purchase card transactions, and other program-related financial activities.

Serving as a primary point of contact for fellows, alumni, mentors, applicants, committee members, and other stakeholders, the Program Coordinator is responsible for responding to inquiries, resolving administrative issues, and facilitating communication among participants and staff. The incumbent maintains program records and databases, tracks required documentation and milestones, prepares and coordinates program materials and correspondence, and provides logistical support for meetings, workshops, and events. The person in this role proceeds on their own initiative within established policies and procedures, identifies opportunities to improve program workflows, and implements enhancements that increase efficiency and service quality.

Job Description:

ESSENTIAL JOB DUTIES:

Program Operations 

- Organizes and coordinates overall administrative facets of programs/projects, including identifying workflow needs, developing procedures and recordkeeping systems, and ensuring administrative aspects of programs/projects are successfully executed. 

- Coordinates day-to-day operations administration of assigned fellowship programs, including application and selection activities, speaker coordination, and coordination of fellow placements within National Academies program units. 

- Serves as point of contact for working groups actively collaborating to plan events and meetings. 

- Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived. Maintains email and distribution lists. 

- Creates surveys for program monitoring and evaluation and compiles reports. Gathers key planning information and data needed for program reporting efforts. 

- Tracks and maintains alumni and fellow records. 

Meetings, Events, and Logistics 

- Handles logistical arrangements for meetings, including compilation and production of agenda books and briefing materials, coordination of travel and lodging arrangements, and selection of venue, menu, and support services. Invites presenters and participants. 

- Coordinates administrative support for internal and external meetings, events, award activities, and related travel logistics. 

- Oversees support and administrative activities during meetings, including providing assistance and resolving issues. Prepares written summaries. 

- Coordinates meetings with external stakeholders. 

- Oversees program support employees where applicable. 

Communication 

- Facilitates effective communication of key logistical details between multiple groups of stakeholders to ensure successful collaboration. Serves as main point of contact for applicants, fellows, mentors, and other stakeholders, including writing and editing formal correspondence. 

- Fosters strong communication with and among current and former fellows via email, social media, in-person meetings, and other interactions. 

- Updates and maintains web pages and prepares newsletters and other promotional materials. 

- Works with communications staff to manage social media outreach and support program promotion efforts. 

- Develops written materials including program agendas, program books, newsletters, process documentation, and other internal- and external-facing materials. 

- Compiles and summarizes information for the development/revision of a variety of documents. Documents meetings and share summaries with participants. 

Travel and Financial Administration 

- Utilizes OFELL database systems to coordinate travel administration by processing travel authorizations, travel expense reimbursements, purchase card verifications, and associated financial documentation. 

- Performs financial tasks related to assigned programs/projects, including coordination of Fellow stipend payments and processing of payments for invoices. 

- Tracks and monitors program activity spending to stay within defined budget. 

- Assists with the preparation and maintenance of fellowship travel activity-related budgets, stipend payments, and administrative reports to support program operations and financial management. 

Program Documentation and Compliance 

- Monitors shared program mailboxes and workflow systems to track requests, assign work, maintain records, and ensure timely completion of administrative activities. 

- Prepares, maintains, and distributes routine correspondence, reports, notifications, and other program documentation, including supporting the preparation of technical reports for the sponsor. 

- Tracks required documentation and program milestones, including official transcripts, technical reports, progress reports, final reports, and other compliance requirements; follows up with participants and stakeholders as needed. 

- Performs administrative-related compliance tasks and ensures administrative activities are in compliance. 

Process Improvement and Other Responsibilities 

- Identifies opportunities to improve administrative processes and workflows and recommends or implements procedural enhancements to increase efficiency and service quality. 

- Manages nomination processes for funded opportunities and special event invitations. 

- Performs other duties as assigned. 

NONESSENTIAL JOB DUTIES 

- Related duties and special projects as assigned. 

JOB SPECIFICATIONS 

Required Knowledge, Skills, and Abilities: Ability to lead projects independently and serve as a technical resource for others. Strong project management skills with experience in organizing, planning and executing large-scale projects from development through implementation. Strong written, verbal, and presentation skills. Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. Ability to provide work direction and lead others in the successful execution of administrative tasks. Ability to solve intellectual problems using some latitude for independent judgment and discretion and the initiative to ensure administrative tasks are accomplished. Ability to prioritize work and the flexibility to change directions as the job dictates. Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Excellent communication and interpersonal skills with a proven ability to effectively interact with all levels of employees. Ability to assist with creating promotional graphics following branding guidelines and social media content according to internal policies preferred. 

Minimum Education/Training Requirements: High School Diploma, GED, or equivalent knowledge. 

Minimum Experience: Six years of related experience, one of which was in a supervisory or task leadership capacity. 

Preferred Education and Experience: Bachelor’s degree in a related field or equivalent knowledge. Knowledge of and experience with supporting fellowship programs serving early-career professionals and/or emerging leaders preferred.

Physical Capabilities: Ability to work at a computer for extended periods of time. Ability to travel. 

Required Licenses, Certification or Registration: None. 

Supervisory Responsibilities/Controls: Reports to program officer/director. Sets objectives with supervisor. Supervisor is available when needed to assist in problem resolution. Leads or supervises the work of subordinate staff where applicable. 

Work Environment: Hybrid Office/Telecommute environment expected onsite percentage 60%, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations.

Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.

The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.

Job Family:

PROG

Employee Type:

Employee

Scheduled Weekly Hours:

37.5

City/State:

Washington, District of Columbia