Overview

POSITION SUMMARY

The Coordinator, Special Projects will support the foundation’s Chief Operating Officer, Assistant Vice President and Outreach, Education & Engagement lectures series and the Autism in the Workplace Employment Program. The ideal candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication skills. The position requires strong organizational skills, attention to detail and the ability to maintain a realistic balance among multiple priorities. The coordinator should be comfortable working independently on projects and must be able to work under pressure and handle a wide variety of activities and confidential matters with discretion. This position requires a willingness to handle administrative tasks, such as scheduling and submitting expense reports, as well as conducting research, drafting documents and preparing analytical reports.

Outreach, Education & Engagement – lectures series:

The coordinator will support three lecture series, two of which are public and science oriented ( Simons Foundation Presidential Lectures , Simons Foundation Presents ) and one which is internal and features a wide range of topics (160 Speaker Series).

Annually, we host as many as 28 Simons Foundation Presidential Lectures, 10 Simons Foundation Presents and 10 160 Speakers.

Autism in the Workplace Program:

The Autism in the Workplace program was started with the goal to increase employment opportunities for people with autism. Researchers have estimated that between 70 and 90 percent of people with autism nationally are unemployed or underemployed. The program is made up of three initiatives: inclusive hiring, early career internships, and outreach.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

  • Reserve auditorium, send logistics to speakers, arrange travel, and confirm guest security in advance of lectures.
  • Prepare PowerPoint presentations and other materials for meetings and lectures.
  • Build out and update Asana (event management tool) to track lecture deliverables.
  • Coordinate acrossinternal stakeholders including A/V, Events, and Facilitiesteams.
  • Manage day-of logistics for in-person lectures.
  • Maintain executive calendars; schedule and organize meetings.
  • Reconcile and submit expense reports and invoices through Concur in a timely manner.
  • Prioritize conflicting needs; handle matters expeditiously and proactively; and follow through on projects to successful completion, often with deadline pressures.
  • Conduct research on autism employment, such as data, statistics, and organizations, and track sources. Manage contacts lists of external organizations / partners.
  • Maintain a program intern alumni database.
  • Liaise with external organizations that are grantees in the sponsored internships program. Facilitate the distribution of materials, coordinate meetings, track progress.
  • Organize and maintain the autism employment program shared drive to ensure that this serves as a single repository for all project documents, tools, and resources.
  • Track the roll out of Autism in the Workplace training.
  • Handle the shepherding of projects through completion – such as a program video, SimonsNet page, and program Toolkit for external organizations.
  • Perform any other duties or tasks as assigned or required.

MINIMUM QUALIFICATIONS

  • Strong administrative and organizational skills with excellent attention to detail
  • Excellent interpersonal skills and the ability to build relationships with all levels of the organization and external communities
  • Demonstrative proactive approaches to problem solving with strong decision-making ability
  • Highly resourceful team player with the ability to also be effective independently
  • Adaptable to various competing demands; able to balance workload under deadlines and multiple commitments
  • Sound judgment and discretion
  • Excellent verbal and written communication skills
  • Strong computer skills, particularly with email; Microsoft Excel, Word and PowerPoint; Adobe Acrobat in a Mac environment. Experience with Concur, project management software and Photoshop is helpful.
  • Enthusiasm for contributing to a worthwhile mission

REQUIRED APPLICATION MATERIALS

Please submit a resume and cover letter describing your interest in this position

THE SIMONS FOUNDATION’S DIVERSITY COMMITMENT

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds and experiences, and we are committed to cultivating an inclusive work environment. The Simons Foundation actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state and local law.

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