The Program Coordinator will play a vital role in delivering the AGLN Fellowship experience by managing global seminar logistics for new Fellowships and Initiatives, supporting nomination and selection process of new Fellows, and ensuring smooth day-to-day operations. The Fellowship experience invites Fellows to engage with timeless texts, question assumptions, and build the trust that fuels transformative leadership. This role is critical to ensuring these high-impact, high-touch experiences of nominations and seminars run seamlessly.
The Program Coordinator role is a full-time, term-limited position starting from August 2026 through September 2027, reporting to the Associate Director. This position is eligible for extension pending manager and budget approval. The salary range for this role is $52,500 - $65,000. The position is based in the Aspen Institute's Washington DC office, with a requirement to work in-office at least 40% of the time. The position involves domestic and international travel up to six times during the term and will require extended hours—including evenings and weekends—during scheduled seminars; time worked over weekends will be offset with comp days after a seminar's conclusion.
WHAT YOU WILL DO
Primary focus includes Eisner Arts & Culture Fellowship, Middle East Leadership Initiative, and other AGLN initiatives:
Nominations Support:
* Coordinate logistics surrounding the nomination, interview, and selection process of each new class of Fellows, involving outgoing email blasts, careful tracking of databases of contact information, creation of online forms, and more.
* Help prepare materials including bios and background materials on candidates and set up interviews for selection committee members.
* Prepare and send letters to nominees and their nominators informing them of the outcome of the selection process. Convey to those selected the requirements of the fellowship and secure all signed agreements from Fellows.
* Analyze diversity among candidate pools and update lessons learned and best practices for AGLN incubation learnings.
Seminars Coordination
* Support the planning and execution of 4-6 global seminars annually, each lasting 5 to 7 days, managing all aspects of event operations including hotel accommodations, meals, on-site vendors, ground transportation, AV requirements, and special activities to ensure a seamless and impactful experience.
* Provide clear and timely communication to participants and moderators, including logistics emails and materials in advance of each seminar.
* Coordinate the end-to-end seminar readings production process and prepare all necessary event materials.
* Ensure financial alignment with the program budget, process invoices and reimbursements for event vendors and seminar moderators in a timely manner, and oversee budget reconciliation after the event.
* Develop event survey and ensure timely debrief takes place following the event to capture key learnings and takeaways.
* Travel onsite to support coordination and successful execution of seminars, or provide virtual support when onsite presence is not required.
Program Operations & Administrative Support
* Process invoices, expenses, reimbursements, etc. to ensure vendors, moderators, and others receive payment/reimbursements in a timely manner after seminars
* Maintain financial records and receipts for seminars
* Oversee seminar budgets, track expenses, and ensure financial alignment with planning expectations.
* Schedule pertinent meetings
* Maintain Program data, including Salesforce, and other platforms.
WHAT YOU WILL NEED TO THRIVE
* Bachelor's degree required
* Minimum of 1 year prior experience supporting an educational or exchange program and/or conducting meetings or events.
* Excellent logistical and organizational skills.
* Ability to work with and respect people of different cultures, viewpoints and religions, and use great discretion in sharing personal positions.
* Excellent professionalism.
* Attention to detail.
* Flexibility and good humor.
* Excellent oral and written communication skills.
* A high level of competency with Microsoft Office programs such as Excel, required. Also, website maintenance and design as well as experience with Raisers Edge or Salesforce preferred.
* This position requires frequent travel (approximately 40% of time).
* Must be legally authorized to work in the United States.
For complete job description and to apply, visit:
https://www.aspeninstitute.org/about/our-careers/career-opportunities/?jobId=ee9c5f9f-b4e3-53ef-4a26-a84eb35b020e
HOW TO APPLY:
Apply (https://aspeninstitute.clearcompany.com/careers/jobs/ee9c5f9f-b4e3-53ef-4a26-a84eb35b020e/apply)