Summit Program Coordinator

Stanford, California, United States | Project Management & Program Support | Full-time | Partially remote


Position Purpose

The Summit program coordinator supports the team responsible for the development and execution of the Foundation’s Summit on Improvement in Education conference program, which is aimed at spreading the knowledge and tools of Networked Improvement Science in the field of education. The program coordinator works closely with Networked Improvement Science and Evidence & Analytics associates to ensure conference program goals are delivered at a high level of quality. The program coordinator also provides proactive support and manages key processes that allows the planning process to progress efficiently and effectively resulting in a Summit that meets the needs of attendees. Candidates with knowledge and experience of Improvement Science at the school level will have an opportunity to lead the development of a strand (thematic-based series of sessions) for the Summit.

Key Responsibilities

This position provides support to and works collaboratively with the Summit team, as well as other staff, partners, and consultants, and is responsible for coordinating the smooth day-to-day operations and logistics of the Summit program team. The program coordinator is responsible for a wide array of tasks to support program work, including, but not limited to, the duties described below.

Support the annual Carnegie Foundation Summit on Improvement in Education, a conference that brings together diverse stakeholders in the education and improvement science space. This support includes, but is not limited to:

  • Support the development of the Summit program in partnership with the Summit Program Team to create a welcoming, productive, and engaging conference experience for all attendees. The Summit program may include elements such as keynotes, full-day pre-conference courses, breakout sessions, a poster gallery, networking opportunities, small-group convenings, and virtual learning experiences.
  • Serve as a member of the Summit leadership team as well as a lead for sub-teams, such as Program Development and Presenter Support.
  • Manage relationships with Carnegie Summit presenters and keynote speakers to ensure a seamless presenter experience.
  • Communicate regularly and proactively with all Summit team members and external stakeholders to ensure program team action items are completed in a timely manner.
  • Create and maintain the systems that manage and communicate large volumes of information using tools such as Smartsheet, Excel, and conference applications handling registration and event support.
  • Prepare, analyze, and organize information needed to further the development of the Carnegie Summit, including conducting independent research as necessary.
  • Support all Carnegie staff in their efforts as ambassadors to conference attendees and the field at large, both leading up to and during the Summit.

In addition to supporting the Summit program team, the successful candidate with the relevant background will lead the development of a Summit strand (a thematic-based series of sessions) whose responsibilities would include:

  • Be responsible for the overall quality of the strand
  • Assist in determining which pre-conference courses will be presented and by whom
  • Review and revise as needed the program RFP, strand descriptions, and Carnegie norming documents
  • Develop initial slate of sessions for their strand
  • Assist with recruiting and vetting qualified reviewers to review proposals assigned to the strand
  • Provide strand-specific training to reviewers about proposal expectations and methods of offering constructive feedback that align with Carnegie norming documents
  • Collect and present feedback on the initial slate of selected proposals and provide feedback to other strand proposals
  • Schedule and facilitate design planning calls with strand session presenters
  • Regularly follow up and maintain communication and support to session presenters
  • Determine topics for Lunch Networking opportunities (topics & role-alike groups) and help identify moderators / facilitators

Education & Experience Requirements

  • Bachelor's degree required
  • Two years of increasingly responsible administrative experience required
  • Two years of experience with improvement science in education required for candidates desiring to lead improvement strand
  • Experience using Microsoft Outlook is a must.
  • Experience working in the field of education or in a non-profit environment is preferred.
  • Experience working effectively in a dynamic, collaborative, matrixed organization is highly desirable.

Skill Requirements and Qualifications

  • A highly dependable self-starter who can work independently and self-manage toward goals, while also working collaboratively and effectively with varied constituencies.
  • Able to determine and ask the necessary questions to effectively follow through on a given assignment
  • Able to multitask quickly and effectively in order to meet multiple deadlines in a professional manner.
  • Highly detail-oriented and organized in all aspects of work.
  • Sound judgment - able to complete tasks with limited supervision.
  • Able to communicate at all levels of the organization and in groups of both internal and external constituents.
  • Able to organize both qualitative and quantitative data in order to present information in a clear and useful way.
  • Excellent oral communication with meticulous writing and proofreading skills.
  • Able to think critically and synthesize complex information from multiple sources.
  • Strong computer skills (Microsoft Outlook, Word, Excel, Powerpoint, Google Apps, Concur, and video conferencing platforms) and able to quickly learn new technologies and software.
  • Able to contribute to a highly collaborative environment.
  • Interested in continuous improvement and problem solving and desires to learn new processes and concepts
  • Experience using Dropbox, Smartsheet, CVent, and Zoom is highly valued but not a requirement.

Benefits & Perks

  • Full medical, dental, vision, life, accidental death, disability, and long-term care insurance, as well as employer subsidized flexible spending plans
  • A retirement savings plan, including employer contributions after one year of service
  • Generous time-off benefits including paid holidays and paid parental leave
  • Matching Gift program to benefit charitable organizations
  • Educational Assistance to further your professional development
  • The facility is located in Stanford, California in a quiet pastoral setting near a hiking trail.
  • Amenities include a communal kitchen (coffee, tea, and drinks provided), outdoor eating areas, free parking, and electric car charging stations