Career Opportunities with Facing History and Ourselves, Inc

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Program Coordinator

Department: Program Delivery & Content Development
Location: Brookline, MA

Position:  Program Coordinator

Reports to: Executive Program Director, Content Strategy

Status:  Full Time, Exempt

Location: Brookline, MA (currently remote) 

Start date:  Immediately

 

The organization; who we are:

Facing History and Ourselves is an international, educational nonprofit organization with a mission to engage students and teachers of diverse backgrounds in an examination of racism, prejudice, and antisemitism in order to promote the development of a more humane and informed citizenry. For over 40 years, we have provided educators with professional development and best-in-class educational resources that enable students to conduct rigorous investigations of the development of difficult histories. Students explore the individual choices that led to mass violence or systemic discrimination—as well as decision-making that led to positive change—and reflect on the choices they face today and consider how they can make a difference as “upstanders,” rather than bystanders.  Facing History and Ourselves is headquartered in Brookline, MA.

The opportunity; what you should expect:

The Program Coordinator will play an essential role in the success and function of the Office of the Senior VP/Chief Program Officer and the entire department that includes over 70 staff members in seven regional offices and two international offices. You will provide direct support (50%) to the Senior VP/Chief Program Officer (CPO) and will frequently represent her and the organization as a whole through verbal and written communication with staff, leadership, board members, major donors, scholars, and the public. You will also provide administrative support to the Executive Program Director for Content Strategy (35%)  and a subset of strategic initiatives that fall under her leadership, as well as direction and efforts around our District Partnerships (15%.)  You will join a dedicated and close-knit team of professionals and will have a front row seat to the structures and strategies that make up a successful social justice, non-profit enterprise. 

Who you are:

You are an organized, calm, proactive, dedicated, intuitive, thoughtful, and accurate individual. You excel at juggling multiple priorities and feel successful when others around you are successful, too.  You are communicative and collaborative; you bring tact, diplomacy, and persistence to the workplace.  Managing the calendar and priorities of the Senior VP/CPO will require you to anticipate her needs and build relationships with others across the organization, while appropriately negotiating, prioritizing, and protecting the needs of the Program team.   

You will  manage a full stream of communications coming both in and out of the Office of the Senior VP/CPO, and will play a crucial role in building and sustaining strong partnerships and collaborations throughout the organization and the broader community. You are proficient at taking notes and minutes, culling action items from meetings and following up on those items. You bring an upbeat, can-do attitude, a passion for learning and growth, and a desire to help build community within the team and the organization.

Responsibilities include:

Support for the Senior VP/Chief Program Officer (50%)

  • Manage the calendar for the Senior VP/CPO, paying close attention to her daily schedule as well as monitoring her future schedule to ensure that meetings are re-prioritized as needed, and that she is prepared for all upcoming events and meetings

  • Communicate in a kind, professional, and timely manner with internal and external stakeholders regarding scheduling and schedule changes, meeting prep and planning, prioritization of tasks, and understanding and managing expectations and deliverables expected from the Senior VP/CPO

  • Prepare the Senior VP/CPO for all events and meetings by conducting and synthesizing background research, drafting prep documents, and creating slide decks as needed

  • Attend meetings, take notes, and manage follow-up as needed

  • Partner with the finance office to prepare regular financial reports of Program budgets 

  • Enter and maintain contacts in Salesforce CRM database

  • Support the development and maintenance of partner relationships, including performing background research, keeping track of and following up on action steps, and scheduling ongoing communications

  • Oversee travel arrangements and related changes, track expenses, purchase orders, and reconcile the monthly credit card statement

  • Coordinate learning opportunities with visiting scholars, filmmakers, writers, artists, etc., and follow-up conversations with key Program staff

 

Support for Executive Program Director, Content Strategy (35%)

  • Schedule meetings and coordinate follow-up for the Executive Program Director

  • Provide administrative support for major projects and initiatives under her leadership, including scheduling meetings, drafting contracts, occasional note taking, and conducting small research projects

  • Meet regularly to prioritize and respond to web requests and phone calls for potential partnerships

  • Manage reimbursements and assist with processing check requests and payment to vendors and freelancers

 

Support for Facing History’s District Partnerships (15%:)

  • Prepare the Director of District Partnerships (DDP) for outreach and follow up calls with district leadership by providing research, document and slide deck preparation, and other preparation as needed

  • Assist in contract preparation and follow up

  • Work cross organizationally with the DDP to appropriate staff contract assignments

  • Coordinate with district point persons to assure all preparation is in place for successful professional development engagements

  • Conduct appropriate post contractual follow up with the districts

  • Work closely with the Facing History Finance team to assure proper invoicing is completed and all contractual obligations are met

Essential Skills and Qualities:

  • BA/BS or equivalent

  • At least 2–4 years of relevant work experience, ideally involving project coordination in a nonprofit context

  • Understands and embraces the critical role administrative coordination and support plays in the success of senior staff and the organization as a whole

  • Interest in and ability to articulate the mission of Facing History and Ourselves

  • Excellent communication, listening, and organizational skills; sense of humor is a plus

  • Excellent computer skills, including experience with the Google suite; experience with Salesforce or CRM databases a plus

  • Confident, proactive self-starter; ability to manage multiple assignments simultaneously with an attention to detail; experience managing a busy office a plus

  • Excellent judgment and ability to anticipate and quickly prioritize; demonstrated experience taking initiative and being proactive; unflappable. 

  • Ability to work independently and as a member of a team

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