About The New York Academy Of Sciences

The New York of Academy of Sciences is an independent, not-for-profit organization that since 1817 has been committed to advancing science for the benefit of society. With more than 20,000 Members in 100 countries, the Academy advances scientific and technical knowledge, addresses global challenges with science-based solutions, and sponsors a wide variety of educational initiatives at all levels for STEM and STEM related fields. The Academy hosts programs and publishes content in the life and physical sciences, the social sciences, nutrition, artificial intelligence, computer science, and sustainability. The Academy also provides professional and educational resources for researchers across all phases of their careers. Please visit us online at www.nyas.org

JOB TITLE: Program Assistant

DEPARTMENT: Shared Services- Meeting & event Operations

REPORTS TO: VP, Event Operations & Special Projects

Summary

The Program Assistant will provide administrative support in areas of customer service, data management, events coordination, and administrative duties for the Academy’s Meeting Operations team with a specific focus on the Academy’s Awards program portfolio.

Essential Duties

Serve as first contact for members of the Awards community (judges, advisory council members, honorees, etc.) regarding logistics, events, finance, and general inquiries.
Generate reports, including statistics, for staff meetings, presentations, speeches, etc.
Assist in planning and execution of events for the Awards community (judges, advisory council members, honorees, etc.)
Assist in development of internal documents and promotional materials.
Prepare agendas and take notes at staff meetings for internal dissemination.

GENERAL RESPONSIBILITIES:

Customer Service

Answer email and phone inquiries from nominators, candidates, judges, university executives, and affiliated partners, especially during the nominations periods.
Serve as first contact for members of the Awards community (judges, advisory council members, honorees, etc.) regarding logistics, events, finance, and general inquiries.
Help coordinate travel and accommodations for Awards community members
Work with the Finance Department to arrange reimbursements and other payments for Awards community members

Data Management

Perform quantitative and qualitative data entry, analysis, and reporting with periodic maintenance and updating of program data sets.
Generate reports, including statistics, for staff meetings, presentations, speeches, etc.
Maintain and update electronic and postal mailing lists for Awards community members and other related constituents (e.g. institutional contacts and other partners).
Work on integration of Awards community lists into the Academy's databases.
Work with the Awards team and awards software vendor to identify, troubleshoot and address internal and external user issues.

Events Coordination

Assist in planning and execution of events
Assist in planning and execution of US-based and international Awards ceremonies and scientific symposia.

Administrative Duties

Draft and edit internal documents, promotional materials, and website content.
Liaise with marketing department and sponsor to develop and organize deployment of promotional materials.
Draft, edit, and send emails and other mass electronic communication.
Assist in arranging for travel and other logistical support for the Awards team.
Schedule calls and meetings and reserve meeting space and catering.
Prepare agendas and take notes at staff meetings for internal dissemination.

Provide general support and other duties as assigned

Supervisory Responsibility

None

Requirements

Bachelor's degree (science major or demonstrated interest in science preferred) and 2–3 years of experience in an administrative position, working independently. Experience and/or familiarity with academic administrative offices or scientific organizations a plus.
Ability to coordinate projects from start to finish, multi-task, prioritize, and meet deadlines in both collaborative and independent settings.
Excellent oral and written communication skills, as well as strong editing and proofreading skills, with meticulous attention to detail.
Interpersonal skills, particularly the ability to convey information over the phone and through email in a consistently genial and professional manner.
Microsoft Office experience, including Outlook, Word, Excel, PowerPoint, Mail Merge. Experience with web-based software and use of database management systems a plus.
Ability to work occasional flexible hours to provide support around annual submission deadline dates and provide support at domestic and international evening or weekend events

WORK SCHEDULE:

The Academy operates during standard business hours Monday through Friday from 9am-5pm. Standard work week is 35 hours, unless otherwise noted.

Hybrid scheduling may be available based on business needs and the essential functions of the role. There will be some requirement to be onsite at our Downtown Manhattan location. Onsite days will be dictated by management.

This is a largely sedentary role, but includes occasional lifting, bending and standing.

Compensation & Benefits

Salary: $50,000-$55,000 annually. This is Full-time, non-exempt position. This position is eligible for overtime.

In addition to salary, the Academy offers a comprehensive benefits package which includes affordable health insurance, retirement plan with matching employer contribution, personal & career development stipend as well as liberal paid time off policies.

How To Apply

Applications must include a resume and cover letter to be considered.

The New York Academy of Sciences is an Equal Opportunity Employer, adhering to the laws which prohibit discrimination in the terms, conditions and privileges of employment. Academy policy expressly prohibits discrimination in employment because of any legally impermissible classification, including but not limited to actual or perceived race, creed, color, national origin, sex, age, religion, and any other characteristic protected by federal, state or local laws.

The New York Academy of Sciences

New Jobs

Program Assistant