MIT Job Description
| Job Title: Program/Project Coordinator, SRS | Position Title: Program Coordinator |
| Reports to: Executive Director | % Effort or Wkly Hrs: 100% |
| Department: SSRC | |
| Date: 09/17/2019 |
Position Overview:
The Program Coordinator (PC) of MIT Connection Science is responsible for overseeing the daily office operations and coordinating development of multiple strategic projects in efforts to enable connections and strengthen collaborations between Connection Science and external partners. PC will be responsible being the front door to Connection Science for a large group of students, faculty and staff, as well industrial sponsors. The PC will be responsible for the operations of the program, including member outreach, planning and development of annual member conferences and workshops, and serving as a liaison for postdoc, student, and faculty engagement with industrial partners. PC reports to the Executive Director.
Principal Duties and Responsibilities (Essential Functions**):
Project Communications and Event Planning Duties: 40%
- Under supervision from Executive Director, coordinates Connection Science marketing efforts for outputs to the target audience, including:
- coordination of press/publicity for the project,
- edit and distribute press releases,
- distribute promotional emails and materials,
- coordinate social network marketing plan;
- Conduct outreach within MIT DLC’s and external community such as industry.
- Updates websites, drafts communications for both internal and external purposes.
- Collaborates closely with Executive Director to create, develop and deliver special, one-time events and other projects with high-visibility with industry, including:
- Develops Event Planning Master Plan including Master Event Checklist, Project Calendar, Intake Meeting with Planning Committee and Events Timeline.
- Creates event-specific appropriate marketing plan including: website, social media, print materials, maps, participant lists. Develops a list of tasks in Asana and assigns staff task roles, as needed.
- Works closely with Executive Director to develop the speaker invite list, proposes faculty names. Coordinates with Executive Director Speaker outreach and communication to ensure the agenda is developed and finalized in accordance with the set timeline.
- Creates on site operations plan for the day of event and assigns roles. Supervises onsite administrative assistants to ensure that on-site operations run smoothly including: registration, liaising with participants, speakers and vendors
- Extends event invitations and manages invitee attendance lists
- Evaluates, debriefs, recommends and implements changes and enhancements to futures events.
- Travel to event location to manage events as required. (<5%)
Relationships and sponsor liaison: 30%
- Act as liaison to industry partner requests for meetings, information, etc.
- Tracks contact, leads, and prospect records. Creates customized reports to assist with management of the program.
- Assists the Executive Director with the development and implementation of a new member prospect pipeline. Provides communication support for the plan.
- Tracks NDA/DUA & agreement process with OGC. Tracks projects and interactions with sponsoring partners. With SSRC financial officer, track funding agreements and invoicing.
- Coordinates visitor program activity, including orientation for new visitors, oversight and scheduling of visitor’s agenda, matching visitor to faculty sponsor, and collaborating with faculty sponsors regarding visits. Ensures that visitors are compliant with MIT requirements and visa needs.
Project Coordinator: 30%
- Creates planning documents for Connection Science projects in consultation with the Executive Director.
- Acts as liaison for all stakeholders: Faculty, IDSS and SSRC staff, central MIT administration, and any technical support or teaching assistants hired; maintains group contact information, facilitates communications between group members. May schedule meetings (including rooms, logistics) as necessary.
- Supports Executive Director, research staff, and faculty to plan the projects, set deadlines, and create timelines for completion. Responsible for team meeting schedules and other ad hoc gatherings.
- Manages internal logistics and coordination of tasks; tracks and communicates project status to stakeholders and manages faculty, staff, and other stakeholder’s timeliness; tracks progress to established timelines/deadlines, publications processes, etc.
- Additional duties as needed.
**MIT reserves the right to modify job descriptions at any time.
Supervision Received:
Executive Director of Connection Science will provide supervision to the Project Coordinator
Supervision Exercised:
Supervision of lower level staff and temp support as necessary.
Qualifications & Skills:
REQUIRED:
- Bachelor’s degree or equivalent.
- A minimum of two years’ experiencein a business or academic environment.
- Demonstrated success in planning and implementing events; superior oral and written communication skills; professional demeanor and personal characteristics.
- Ability to juggle simultaneous tasks, prioritize, meet deadlines, and attention to detail expected.
- Demonstrated success working ability to work independently and as a member of a team and the ability to generate trust and rapport with staff, the MIT community, and other external constituencies expected.
- Proven ability to work independently, prioritize workload, deliver high quality results, and meet deadlines while managing multiple projects and competing demands.
- Deals with confidential information using discretion and exercise independent decision-making and excellent judgment.
- Must have strong problem solving and decision making skills;must be detail-oriented and highly organized.
- Ability to take initiative, anticipate consequences of actions, anticipate potential problems, or adjust plans to take advantage of new opportunities and recommend changes for improvement.
- Demonstrated proficiency in MS office applications, including Excel, Word and Power Point; proficiency in the use of Drupal, Twitter, and LinkedIn).
- Must be able to attend evening and weekend meetings and events and have the ability to travel when necessary (10% or less).
PREFFERED:
- Experience in program, project and / or event management
- Familiarity with MIT policies and procedures in regards to event planning
- Experience developing and managing budgets and knowledge of MIT
Candidates must submit applications via the MIT human resources website.