Wednesday, January 13, 2016

Education Program Assistant

Education Program Assistant

This entry-level position will provides administrative and clerical support for the Education Program, and reports to the Director of Education. This full-time position pays $18.00 per hour, for a 37.5-hour week. The generous employee benefit package includes sick leave, vacation, and holiday pay, health insurances, and retirement plan eligibility. 
See job description below for the full list of job requirements and responsibilities.    
Application deadline is January 27, 2016. Position available immediately. 


Please send your cover letter, resume, and the names and contact information for three references; note that you are responding to the EPA Ad in your subject line. 
While e-mail submissions are preferred, you may mail these materials, for receipt by the deadline, to:
EPA Ad, Santa Fe Institute, 1399 Hyde Park Road, Santa Fe, NM 87501
Or fax them to: 505-983-0751.
No phone calls please.
The Santa Fe Institute is an Equal Opportunity Employer.



Under limited supervision, this position provides administrative and clerical support for education and outreach activities, both in the US and internationally. Works with Director of Education, Program Manager for Online Education, and other education team members to execute educational programs, residencies, and online courses. Provides additional support to the Program Manager of Online Education to support the SFI Complexity Explorer online education platform. In coordination with Director of Education, provides assistance with alumni activities to Program Assistant, Postdoctoral Fellows. As relevant, and with approval of Director of Education, provides assistance for educational activities generated by other SFI departments. 


•  Self-starter with excellent writing, editing, and oral communication skills and close attention to detail.
•  Proven project management, time management, and event planning skills.
• Ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to adapt to a rapidly changing department and support many different programs.
• Ability to work independently with limited direction as well as respond to immediate requests.
• Strong software skills, including word processing, spreadsheet, database, email, and web applications, and ability to learn new software packages as needed.
• Good judgment and the ability to handle sensitive or confidential information with a sensitivity to cultural diversity.
• Must be comfortable and polished interacting with donors and business leaders in a professional context.
• Reliable transportation and ability to work evenings and weekends and occasionally travel overnight are required.
• At least two years experience in an administrative capacity in a complex, fast-paced office supporting multiple programs and staff members is required.
• Ability to use word processing, electronic mail, spreadsheet, scan, web search and database applications effectively.
• Ability to learn new software packages as needed (HTML, CRM databases, Survey Monkey, InDesign, social media platforms, web-editing, wiki editing, Flickr management, Skype and Google Hangout). Experience using a Macintosh.
• Experience in dealing with educational institutions, governmental agencies, and international settings.
• BA or BS from an accredited college or university is preferred, or equivalent work experience. 


Coordinates recruitment activities for educational programs including production of informational posters, oversight for advertisement placement (in print and online), announcements in SFI literature, etc. Coordinates mailings, electronic calls for applications and nominations for schools, residencies and awards program. 
Processes educational program applications, to include receipt, verification of completeness, entering information into database, manipulation of data, creation and maintenance of a paper and electronic filing systems, maintenance of applicant files, compiling candidate evaluations, working with selection committees, sending/drafting acknowledgments, letters, and correspondence to applicants regarding queries, status, and selection. Assists with visa and international travel constraints. Includes handling a large volume of requests for information both electronically and by telephone. Responsible for updating and maintaining profiles and information on the SFI web site and event wiki. 
Coordinates and provides evaluation and analytics for educational recruitment activities and diversity participation. Produces analytics on Complexity Explorer online courses. 
Event Coordination 
Coordinates all logistical issues related to education programs including coordination with Director of Personnel to distribute letters of invitation, compiling participant rosters, arranging payments to vendors, assisting in travel and housing arrangements, etc. Engages independently in relevant faculty interactions.  
Coordinates the execution of educational activities, including making arrangements for facilities and activities and assisting the directors of the summer school with curriculum and faculty arrangements. Includes coordination with accounting dept., Webmaster, Events Manager and other internal departments as needed regarding educational programs. Includes creating agendas, meeting and presentation planning, and preparation of nametags, rosters, and other meeting materials. In collaboration with Director of Education may coordinate fellowships and schools for other SFI departments. 
Coordinates invitations for education events and acts as a representative of SFI to the community. Acts as a liaison to other educational groups to cross promote events, and provides on-site set-up and coordination for events. 
Social Media
Assists with social media responsibilities, working closely with the Director of Communications on projects related not only to education but also to institutional and development outreach in general. Assists with print and social media campaigns for public lecture program and residential and off-campus educational programs. Maintains education program calendar and posts events. Assists the Program Manager of Online Education in generating non-course content, performing research and interviews for news articles. 
Coordinating Online Education
Assists with filming and video editing activities for all education programs, working closely with the Program Manager of Online Education on video production for online courses. Coordinates video intern(s) and video studio schedule. 
Assists the Program Manager of Online Education with fulfillment of Complexity Explorer merchandise sales and with other promotional work as needed. Coordinates the subtitle project for the online courses. 
Works with other administrative staff, researchers, visitors as needed. Works within a team environment to ensure all responsibilities are met. Works with Director of Education in support of internal and external advocacy. Performs miscellaneous job-related duties or projects as assigned.