Programs and Professional Services Coordinator
The AIA, the oldest and largest non-profit in the U.S. supporting professional archaeologists, seeks an energetic, organized, and detail-oriented individual to support the work of the Institute with a special focus on fellowships, grants, scholarships, and public programs like the National Lecture Program, International Archaeology Day (IAD), and ArchaeoCon.
The position works closely with the Director of Programs and the Programs Manager; supports the activities of the Programs Department; and handles administrative responsibilities for the department.
1. General administrative tasks within the Programs Department, includes responding to public queries (email and phone) and general office tasks
2. Coordinate virtual and in person lectures
a. Administer the National Lecture Program
i. Communicate with Societies and Lecturers about topics, availability, schedules, travel, etc.
ii. Manage lecture follow-up including follow-up forms, reimbursements, and reports.
iii. Work with the Lecture Program Committee on nominations and Lecturer selection.
iv. Communicate with the Societies Committee about any National Lecture Program issues.
b. Assist with all special lectures including Archaeology Abridged
i. Communicate with lecturers to set up dates, topics, biographies and abstracts.
ii. Work with Communications staff to set up online lectures and publicity
iii. Work with Development staff on fundraising follow-up
3. Assist with administration of fellowships, grants, and scholarships
a. Assist with publicity
b. Respond to inquiries from potential and existing applicants
c. Compile applications for review
d. Work with committees to schedule meetings and distribute applications
e. Follow-up with grant winners and other applicants
f. Assist with decision announcements
g. Process check requests
4. Assist with IAD tasks
a. Monitor event submissions
b. Maintain the IAD events calendar
c. Work with Societies on IAD Grants (assist with publicity, respond to inquiries, compile applications, follow-up with winners and other applicants, assist with decision announcements, process check requests)
5. Assist with other outreach and educational programming as needed
The successful candidate should have:
· Relevant professional experience in program administration, grant administration, and/or project administration, preferably in a nonprofit organization.
· BA or equivalent experience.
· Strong attention to detail.
· Strong written and verbal communication skills.
· Ability to work autonomously and effectively while simultaneously managing numerous projects.
· Sound professional judgment, discretion, diplomacy, and keen sensitivity to handling confidential information.
· Flexible and adaptable; open to change, learning, and improvement.
· Ability to represent AIA and engage with the public, members of the organization, major donors, Governing Board members, and other stakeholders.
· Strong computer skills, including proficiency with MS Office Suite.
· Knowledge of, or familiarity with, archaeology or a related academic field a plus.
The AIA is committed to equal employment opportunity for all. Applicants for employment and employees are reviewed on their individual qualifications for a position. Under no circumstances will the AIA discriminate against qualified individuals on the basis of race, color, religious creed, retaliation, national origin, ancestry, sexual orientation, gender, disability, mental illness, genetics, marital status, age, veteran status, or any other basis prohibited under applicable law. The AIA complies with applicable federal, state, and local laws governing discrimination in the Boston and New York offices.