Program Coordinator

The American Association for the Advancement of Science has an exciting opportunity for a Program Coordinator to join the Executive Office!

The role will primarily support the AAAS Council the elected governing body of the organization and Multidisciplinary Working Group (MWG) initiative while being cross-trained in support of other office initiatives. This position plays a key role in upholding one of AAAS strategic pillars: advancing scientific excellence and achievement. Key competencies needed in a candidate include an individual who is detail- and process-oriented; meticulous; collaborative; discreet; and with excellent interpersonal and communication skills. This position is based full-time out of the DC office.

Help us ignite the next era of science.

What Youll Do

• With senior staff oversight coordinate the day-to-day operational activities of the Council and MWG initiative including helping organize meetings and other virtual hybrid or in-person convenings of the Council or MWG initiative scheduling drafting agendas inviting presenters and participants preparing briefing materials and drafting summaries or meeting minutes.
• In coordination with senior staff perform biographical research and/or recommend potential nominees. Create maintain and update volunteer data records web forms and surveys and files including relevant webpages related to the Council and MWG initiative.
• Under supervision of senior staff develop written outputs including briefing memos mass mailings backgrounders and other constituent communications tailored to specific audiences. Perform data analysis on programmatic activities and develop accurate mission-aligned reports (i.e. draft horizon scans SWOT/PESTLE analyses) to support and inform senior staff decision-making.
• Provide administrative support to the Director of Strategic Initiatives in the AAAS Executive Office including assisting with volunteer management providing a high level of customer service monitoring and promptly responding to inquiries (real-time virtual emails web forms) on relevant policies and procedures anticipating needs and serving as a secondary point-of-contact for internal and external inquiries.
• With oversight from senior staff and in collaboration with communications staff support the development of written and visual dissemination materials and other collateral. Help coordinate and manage public release activities including inviting key stakeholders promoting events on social media scheduling creating and monitoring surveys and asynchronous online feedback forms and developing event summaries.
• Be able to travel (<5%) and provide logistical support at the Annual Meeting and other Executive Office events.
• Provide backup operational support for the Executive Office as needed and become familiar with other Executive Office functions.
• Other duties as assigned.

Minimum Qualifications

• Position requires a minimum of a Bachelors degree or a combination of education and experience which demonstrates the necessary skills and expertise required for the position
• Two-to-three years of work experience in an office non-profit or membership association setting
• Strong organizational and project management skills; proven ability to track details closely establish goals and processes set priorities and carry out tasks including ability to manage competing priorities; prior experience in a matrixed management structure
• Excellent verbal written and interpersonal skills for both internal and external constituencies
• Superior proofreading skills and meticulous attention to detail
• Demonstrated ability to work collaboratively and effectively as part of a team
• Sound judgment a high level of discretion and the ability to handle confidential information
• Solution-oriented and forward-thinking mindset
• Strong computer skills including experience with Microsoft Office (including mail merges) award management or submission platforms Salesforce Adobe Acrobat Zoom AirTable Dropbox various cloud-based platforms

Preferred Qualifications

• Prior experience supporting executive-level leadership
• Experience in customer service volunteer management and/or volunteer engagement
• Managing workflow of sensitive documents requiring review by internal and external stakeholders
• Meeting planning experience including working with outside vendors (hotels/event spaces caterers A/V contractors etc.)
• Managing and arranging travel and travel/expense reports

Application Process

Submit a resume and cover letter outlining qualifications and interest in the position by July 5 2026. Applications are reviewed on a rolling basis. A Recruiter will contact you with next steps if you are selected for an interview.

The anticipated initial rate of compensation for this position is between $50000 and $55000 per year. AAAS currently provides the following benefits for this position: paid vacation leave paid sick leave paid holidays health insurance flexible spending account dental insurance life insurance vision insurance retirement benefits short- and long-term disability and life insurance each subject to the terms of the applicable program. Additional benefits may apply.

Any actual offer of employment reflecting the total compensation package and benefits will be made in the sole discretion of AAAS and will be based on a variety of factors including years of experience depth of experience and other relevant factors. AAAS reserves the right to amend or modify its employment benefits and compensation structure at any time.

AAAS is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religion sexual orientation gender gender identity national origin age disability veteran status or other protected category. AAAS uses E-Verify to confirm the employment eligibility of all newly hired employees.

Search Firm and Employment Agency Disclaimer
The American Association for the Advancement of Science (AAAS) does not accept unsolicited agency resumes. Any unsolicited resumes sent to AAAS from a third party such as an agency including unsolicited resumes sent to an AAAS mailing address fax machine or email address directly to AAAS employees or to the AAAS resume database will be considered AAAS property. Verbal or written communications from any employee of AAAS shall not be considered binding obligations. AAAS Human Resources is the only AAAS representative authorized by AAAS enter into any employment agreements with any third party. AAAS will not pay a fee for any placement resulting from the receipt of an unsolicited resume.

Required Experience:

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