Academic Program Coordinator

Job Title: Program Manager

Industry: Higher Education / Academic Research

Location: Allston, MA (Hybrid – minimum 3 days onsite per week, plus attendance at all Grid events)

Duration: 5-Month Contract – W2

Schedule: 40 hours per week

Position Overview

The School of Engineering and Applied Sciences seeks a full-time temporary Program Manager to cover a leave of absence. The role will primarily be based in a Science and Engineering Complex, directly across from an innovation lab and business school environment.

This temporary position will report to the Executive Director. This is a hybrid role (in-person and remote), with a minimum in-person presence 3 days per week plus attendance at all events.

The Program Manager will be responsible for temporarily managing one or more established programs that serve faculty, staff or students. Represents program to public, University community and those served by the program. Ensures that program and service delivery objectives are met while under management.

Responsibilities may include, but are not limited to forecasting revenues and expenses, creating a budget for the program, allocating resources from one area of the budget to another with limited review, negotiating with external suppliers, signing contracts of significance on behalf of the program, creating and implementing department systems, practices, policies and procedures, and developing and maintaining internal and external constituent relationships.

The Manager will maintain and use files, records, materials and digital content about the program.

Candidate should have 3+ years of program management experience in a large scale, complex higher education or non-profit setting.

Recruiter Insights

• Higher education, academic research, university administration, nonprofit, incubator, accelerator, innovation hub, and entrepreneurship program experience preferred
• Strong event coordination and logistics experience is highly desired
• Looking for candidates with experience supporting faculty, staff, students, researchers, and executive leadership
• Experience managing workshops, networking events, symposiums, speaker sessions, training programs, and community engagement initiatives
• Program Coordinator, Program Manager, Operations Manager, Community Manager, Events Manager, or University Program Administrator backgrounds are strong fits
• Experience with Mailchimp, Airtable, Monday.com, Wix, or similar platforms is a plus

Job Duties and Responsibilities

• Partner with the Executive Director to implement a strategy for supporting the broad physical science & engineering entrepreneurial ecosystem.
• Execute programs supporting the broader entrepreneurial ecosystem such as entrepreneurial workshops, office hours, networking events, dinners, fireside chats, translational research symposia, etc.
• Work with student groups, faculty, senior administration across the University to identify gaps and opportunities.
• Develop and implement programs to support the broader entrepreneurial ecosystem such as entrepreneurial workshops, translational research symposia, etc.
• Support commitment to broadening the diversity of participants in the regional innovation ecosystem.
• Identify key performance indicators (KPIs) to understand impact of programs and track KPIs accordingly.
• Work with external organizations to familiarize them with the program and develop partnership opportunities around translation and entrepreneurship, including engagement with startup accelerators/incubators, academic partners, and venture capital.
• Plan and participate in events for internal and external audiences.
• Partner with other groups across the University ecosystem to identify translational support opportunities.
• Coordinate program offerings to ensure alignment.
• Maintains communication tools such as newsletter via Mailchimp, webpage via Wix, LinkedIn, and Airtable.
• Track tasks for events using project management software (Monday.com).
• Manage event logistics, including creating room reservations, ordering catering, setting up event spaces, being present at events to greet guests, answer questions, and solve any on-the-ground needs as they arise.
• Attend biweekly intern check-ins, take notes, and distribute action items.
• Attendance at events: Some events and activities will take place evenings during the work week, and occasionally on weekends. The Program Manager will be expected to be onsite to handle and resolve any event logistical issues.
• Other duties as assigned.

Basic Qualifications

• Bachelor’s degree or equivalent work experience.
• At least 5 years of administrative experience.
• Experience with event coordination and logistics.

Additional Qualifications and Skills

• Must be able to multi-task and manage multiple projects simultaneously in a dynamic environment.
• Must have a strong attention to detail.
• Important to possess a “startup” mentality to be flexible to execute the tasks needed for the program.
• Experience working with diverse populations desired.
• Background or experience with relevant industries a plus.
• Must be creative, proactive, and entrepreneurially minded with a commitment to the mission of the program.
• Must have the ability to work independently and as part of a team, while leveraging decentralized resources.
• Must have ability to innovate, think strategically and conceptually.
• Able to work effectively with internal and external constituencies in a University environment.
• Must be motivated to learn and flexible to change.