Award and Education Program Administration Specialist
The Award and Education Program Administration Specialist is someone who is detail-oriented, thrives in a fast-paced and dynamic environment, and takes initiative to seek out information, knowledge, and development. The Associate Specialist is someone who works well with others, is great at multitasking and makes customer service a priority.
The Administration Specialist will support the multiple education competitions and outreach programs in managing award payment processes, customer service, and other tasks to successful completion.
This is a non-exempt, full-time position. This position will report to the Director of the Regeneron Science Talent Search, working across competitions.
Responsibilities
- Provides administrative support for the Science Education department. This includes responding to phone and e-mail inquiries in a timely manner, and proofreading and editing various materials for students, parents, educators and Science Education Programs publications. Supports customer service and communications with educators, parents and middle and high school students.
- Leads execution of award, reviewer, and grantee payments along with constituent reimbursements across programs. Creates and maintains transparent databases of balances and up to date information. Independently drafts and builds forms, drafts manuals and instructions, and works directly with vendors to update systems as needed. Some check processing tasks are required to be completed in-office.
- Completes payment cycles efficiently and in a timely manner. Proactively sends balance reminders on at least a biannual basis, follows up to requests within one business week, and aims to resolve lingering accounting issues within 90 days.
- Responsible for secure processing of top award payments. Tasks to include, but are not limited to, communicating face-to-face via video technologies with alumni as part of the top award payment process, independently organizing and scheduling meetings, collaborating across departments, and following other protocols in an online payment management system. Help to establish new systems and protocols.
- Aids in the processing of online applications for the Society’s programs throughout the year.
- Leads the recruitment, planning and organization of the Regeneron ISEF Symposia Program. Communicates with speakers, arranges schedule, supports onsite event and more.
- Stays up to date on best practices in scholarship management, makes recommendations as requested to the Program Directors, aids in the drafting of award policies and procedures.
- Regularly supports departmental mailings, merges and prints documents, prepares hard-copy materials for in-person programs.
- Completes other projects and work-related duties as assigned.
- Attends education programs and competitions, which requires at least three weeks of travel annually.
- Shares the Society’s commitment to outreach and inclusion, helping make programmatic updates when needed to meet the Society’s goals.
Qualifications
- Ability to work in a fast-paced environment and handle multiple priorities
- Self-motivated, organized, efficient and process orientated
- Ability to maintain confidentiality and exercise sound judgement
- Affinity for the mission of the Society for Science
- Exceptional communications and interpersonal skills, both written and verbal
- Excellent analytical and numerical skills
- Strong accounting and/or organizational skills
- Dedication to secure processing of sensitive information
- Familiarity with data management and data gathering
- Ability to develop rapport with colleagues and external clients
- Knowledge and experience in Microsoft 365 – Teams, Excel, Word, PowerPoint, etc.
- Familiarity or willingness to learn and utilize Calendly, Zoom, Microsoft Teams, Slack and other software
Desirable Qualifications
- A degree in education or a STEM field
- Interest or experience in accounting processes or grant management
- Interest or experience with accounting, event management and/or non-profit management
- Database knowledge (Access, Microsoft Dynamics 365, or other database software) and experience with creating and maintaining databases and/or online application and evaluation systems
- Experience with online application and evaluation systems
- Eagerness to learn new skill and technologies
- Understanding of and interest in systems and system development
- Strong work ethic with the ability to work well under pressure in a dynamic environment
Required Education and Experience
- Bachelor’s degree from a College or University in any discipline, and 2-5 years of experience.
Work Environment
While performing the duties of this job, the employee usually works in an office setting. Our office is located in Washington, D.C., near the Dupont Circle and Farragut North Metro stations. The Society is operating on a hybrid schedule.
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. While performing the duties of this job, the employee is regularly required to use hands and fingers to operate a computer and other office equipment.
Position Type and Expected Hours
This is a full-time, non-exempt position. Days and hours of work are Monday through Friday during normal hours of the Society. The normal business hours of the Society are 8:30 a.m. – 5:00 p.m. EST, with core hours of 10:00 a.m. – 3:00 p.m. EST. This position is required to attend/travel at least three weeks of programs per year. This position is overtime eligible.
Salary Range
$60,000 – $70,000; salary is commensurate with experience.
Additional Information
Society for Science has mandated the COVID-19 vaccine for employees coming into the office and attending Society events. Exceptions to the vaccine requirement may be provided to individuals for religious beliefs or medical reasons.
How to Apply
Please apply through Applicant Pro: https://www.applicantpro.com/openings/societyforscience/jobs/3287934-560497
To be considered for this position please submit a professional resume and cover letter.
The Society values a diverse workplace and strongly encourages women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
Society for Science
Founded in 1921, the Society for Science (Society), is a champion for science, dedicated to expanding scientific literacy, effective STEM education, and scientific research. Through its world-class competitions, including the Regeneron Science Talent Search, the Regeneron International Science and Engineering Fair, the Thermo Fisher Scientific Junior Innovators Challenge, and its award-winning magazines, Science News and Science News Explores, the Society, a nonprofit 501(c)(3) membership organization, is focused on promoting the understanding and appreciation of science and the vital role it plays in human advancement: to inform, education, and inspire.
EEO Statement
The Society is an Equal Employment Opportunity Employer.
Society for Science & the Public is committed to equal employment opportunity. In order to provide equal employment and advancement opportunities to all individuals, the Society does not discriminate against employees or applicants for employment on any legally recognized basis, including but not limited to: veteran status, race, color, religion, gender, marital status, sexual orientation, gender identity or expression, ancestry, national origin, disability, personal appearance, family responsibilities, matriculation, political affiliation, age and/or any other categories protected by the laws of the United States or the District of Columbia.
Other Duties
Please note this job description is not designed to cover every duty, responsibility and activity that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.