Program Coordinator (Part-time)

Position Title:              Program Coordinator

Employment Type:      Part-Time, Non-Exempt

Supervisor:                  Scientific Programs Officer (SPO)

Organization’s Mission:  Founded in 1965, the American Occupational Therapy Foundation seeks to advance the science of occupational therapy to support people’s full participation in meaningful life activities.

Position Summary: The Program Coordinator is responsible for coordinating the administrative management of the organization’s research, educational, and other program initiatives. He/She/They provide administrative advice and support services to designated program staff. The Program Coordinator will ensure that the Foundation’s related processes, documents, procedures and implementation are executed professionally, efficiently, on schedule, and in a manner consistent with best practices.

Examples of Duties:

·        Provides support to the Scientific Program Officer (SPO) and Academy of Research through scheduling of meetings, organizing necessary documentation, and maintaining communication.

·        In collaboration with the SPO, Grants Administrator and Executive Assistant, maintains the various research committee rosters.

·        In collaboration with the SPO, works with the Director of Communications & Marketing to provide and maintain research content for website, email, and social media as needed.

·        In collaboration with the SPO and the Director of Communications & Marketing, reviews proposed program content, arranges rehearsal prep if needed, set up platform for registration and production for events including webinars, follow-up with basic video editing as needed and maintains event database.

·        In collaboration with the SPO, hosts virtual (primarily via Zoom) and on-site meetings and prepares meeting materials as necessary.

·        In collaboration with the SPO, develops and maintains Speakers Bureau.

·        In collaboration with SPO, develops, executes, and reports on results of online surveys.

·        Provides support to the Chief Executive Officer (CEO) in creating committee roster, scheduling meetings, generating and organizing documents requested for the Planning Grant Collective.

·        In collaboration with CEO and other key staff, coordinates the Research Excellence Symposium.

·        Optimizes database by learning best practices, maximize features and tools to set up structures to ensure data integrity and quality according to organizational needs.

·        Other duties, as assigned, aligned with AOTF’s strategic objectives.

Education and Experience:

·        Bachelor’s degree or equivalent experience.

·        At least three to five years office/administrative experience, preferably in a nonprofit organization setting.

·        Prior experience in hosting webinars, meeting scheduling, and program coordination.

Skills Required:

·        Sound judgment and confidentiality.

·        Excellent interpersonal and teamwork skills.  Self-starter, ability to work independently.

·        Flexibility and a tolerance for ambiguity.

·        Excellent organizational, time management, oral/written communication and critical thinking skills.

·        Must be detailed oriented, able to coordinate multiple projects simultaneously, and able to collaborate effectively with various internal and external constituents.

·        Superior customer service skills.

·        Maintains professional demeanor.

·        Proficient with Microsoft Office Suite software, including Outlook, Excel, Word, PowerPoint, Sharepoint/OneDrive and database programs (Blackbaud experience preferred).

·        Proficient with Zoom and/or other online meeting / webinar software.

·        Knowledge of online survey software like Qualtrics, SurveyMonkey, etc.

·        Knowledge of standard office equipment, including but not limited to computers, copier, scanners, smartphones, etc.

Working Conditions:

This position is a part-time, non-exempt position.  Position will be in-person and based at the AOTF headquarters in Rockville, MD.  Option to work remotely one day per week may be considered after an introductory period.  The Foundation is flexible regarding work days and times; however, we are seeking a commitment of 21 hours per week, Monday through Friday.  May be required to work some evenings and/or weekends as host to virtual / in-person meetings. The salary is $24 - $27 per hour depending on qualifications.  This is a newly created position and will be under consideration to become a full-time position by January 2024.

 Application Instructions:

If you are interested and qualified, please send: (1) cover letter summarizing qualifications, (2) resume, (3) contact information for three (3) persons with current knowledge of your character and qualifications to: Jeanne Cooper, Chief Operating Officer, AOTF at HRDept@aotf.org.  No phone calls please.  Review of applications will begin immediately and continue until the position is filled.  Only applicants who have submitted requested information and those to be given further consideration will be contacted. 

AOTF is committed to equal employment opportunity and does not discriminate on the basis of age, disability status, race, gender, nationality, ethnicity, sexual orientation, or religion in its hiring practices.  Individuals with disabilities, veterans, LGBTQ+, women and minorities are encouraged to apply.  AOTF complies fully with the employment laws of the State of Maryland and subscribes to best practices as an at-will, non-profit employer.