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IGEN Program Coordinator

IGEN Program Coordinator

locationProvidence, RI, USA
PublishedPublished: 6/18/2024
ExpiresExpires: 8/17/2024
Administrative
Contract

ABOUT THE AMERICAN MATHEMATICAL SOCIETY

The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization that is dedicated to advancing research and connecting the diverse global mathematical community through our publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs.  The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.

WHY WORK AT THE AMS

At the AMS we value excellence, inclusivity and teamwork. We work at the forefront of advancing and connecting the diverse mathematical community worldwide, and we are seeking curious, innovative, collaborative individuals to join our team.

  • Excellent work-life balance with potential for hybrid work
  • Generous benefit offerings including:
    1. 9.5% employer contribution to 403(a) Retirement Plan 
    2. 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
    3. Medical and dental coverage with employer cost share 
    4. Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
  • 12 paid holidays 
  • Generous paid time off
  • Technology equipment reimbursement for applicable roles
  • Tuition reimbursement
  • Commitment to equity, diversity, inclusion and a welcoming environment

SUMMARY:The IGEN Program Coordinator assists in planning and administering the IGEN-Math grant at the American Mathematical Society. Reporting to the IGEN Program Manager, the coordinator provides administrative and logistics support for scheduling in-person meetings and videoconferences; mange the IGEN-Math budget; coordinates day-to-day activities; processes and tracks financial requests; coordinates administrative logistics for activities; and manages and document all team meetings, policies, and activities. This is a one-year, grant-funded position. 

ESSENTIAL FUNCTIONS
Assists the inclusive Graduate Education Network Program Manager in all aspects of administering the IGEN-Math grant, including:

  • Arranging all travel, organizing all meetings and events, processing travel vouchers, payments, and invoicing on behalf of IGEN-Math.
  • Managing the grant budget, keeping track of expenditures and grant reimbursements, as well as any quarterly or annual reports, in collaboration with the Finance and Operations Division.
  • Assist with collecting information, document management, and communications related to preparing grant proposals and administering grant-supported projects on behalf of IGEN-Math
  • Liaising with the IGEN Advisory Board, communicating with a wide variety of external and internal stakeholders in this program.
  • Liaising with the Committee on Education, and other AMS offices, as necessary, to collaborate with a variety of stakeholders in the development and potential launch of IGEN-Math.
  • Supporting Communications and Marketing and other AMS offices, as necessary, in all education and outreach activities concerning IGEN-Math.
  • Provide staff support for AMS committees as assigned.
  • Prepare, review, and edit reports, as assigned.
  • Work with the Communications and Marketing to promote IGEN-Math activities through various AMS channels, such as web pages, the Headlines & Deadlines newsletter, social media, printed materials as well as channels based in other organizations.
  • Travel to the Joint Mathematics Meetings, sectional meetings, and other convenings, as necessary, to assist with exhibits, events, or activities on behalf of IGEN-Math 
  • Perform other or similar related duties as assigned.

INTERNAL AND EXTERNAL RELATIONSHIPS

  • Internal: Report to and communicate with the IGEN Program Manager and keep apprised of relevant information, events, and deadlines. As assigned, confer regularly with other colleagues, and provide support on behalf of IGEN-Math. Maintain good working relationships with other staff in the Office of Equity, Diversity, and Inclusion, Division of External Relations, and elsewhere at AMS.
  • External: Work with and maintain good relationships on behalf of the AMS when communicating with AMS committees, officers, volunteers, members, and the wider mathematical and world communities.

SUPERVISORY RESPONSIBILITIES

None

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Bachelor’s degree preferred and at least three years of related experience is required, including experience with budgeting and travel logistics.
  • Experience with the academic community is useful.
  • Demonstrated commitment to equity, diversity, and inclusion.
  • Aptitude for working with numbers and financial data; strong analytical skills.
  • Ability to produce and follow schedules and budgets.
  • Ability to exercise confidentiality and discretion regarding administrative or budgetary matters.
  • Ability to negotiate with outside vendors for space or services.
  • Ability to plan, organize, and coordinate, meetings, events, and travel.  
  • Demonstrated ability for accuracy and thoroughness in work.
  • Demonstrated ability to maintain professionalism in all interactions.
  • Ability to communicate effectively both orally and in writing.
  • Strong interpersonal skills.
  • Ability to hold self and others accountable in meeting deadlines and commitments.
  • Ability to work with staff, volunteers, and AMS governance members.
  • Intermediate to advanced proficiency with standard computer-based office software; ability with and commitment to learning specialized software tools used by AMS.
  • Solid time-management skills, including an ability to handle workflow with multiple priorities and assist in problem resolution.

ATTRIBUTES AND COMPETENCIES: The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position:

  • Demonstrates understanding of organization’s mission, structure, culture, and constituencies.
  • Demonstrates knowledge of own department’s work activities and mission; understands how own job impacts work of department.
  • Responds positively to changes in the organization and the workplace.
  • Demonstrates flexibility in responding to work demands.
  • Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect.
  • Plans and organizes work effectively.
  • Accepts accountability for job performance and results.
  • Works effectively with others in a variety of settings.
  • Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation.
  • Maintains professional composure in challenging situations.
  • Exercises discretion in identifying, handling, and safeguarding confidential information.
  • Addresses issues constructively, building cooperative relationships within and across departments.
  • Receptive to feedback and willing to try different approaches to achieve the best results.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting or repetitive motion.
  • Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices.
  • Duties include domestic travel.

WORK ENVIRONMENT/CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Typical office environment.
  • Climate-controlled
  • Minimal noise
  • Performing primarily sedentary work with limited physical exertion and lifting up to 30 lbs.
  • Extended work hours may be required to meet project deadlines or resolve unexpected problems.
  • This position could be remote or in the Providence, Rhode Island office only.

Other duties disclaimer:  This job description is a general description of essential job functions. It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform.

 The American Mathematical Society is committed to creating a diverse environment and is proud to be an equal opportunity employer. The AMS supports equality of opportunity and treatment for all individuals, regardless of sex, gender identity or expression, race, color, national or ethnic origin, religion or religious belief, age, marital status, sexual orientation, disability status, economic background, veteran, or immigration status, or any other social or physical component of their identity.