Program Coordinator Position Available

This post originally appeared on the Software Carpentry website.

Software Carpentry has grown and grown again since our re-launch in 2010. We are now helping thousands of scientists every year, and while many of our partners and instructors are now organizing workshops on their own, a lot of details still need to be sorted out to keep the whole show on the road.

We therefore wish to hire a Program Coordinator to manage our day-to-day operations. This paid position will initially be part-time, but we expect that it will convert to full-time after a probationary period if funding allows. The successful candidate does not need to be either a programmer or a scientist, but must be well-organized, and can be located anywhere with reliable Internet access. The full description is included below; to apply, please email with "Program Coordinator position" in the subject line and a resume (either attached as PDF, or a link to something online). And please help us spread the word: we're a fun bunch to work with, and this would be a chance for someone to help a lot of scientists get more done in less time, and with less pain.

Finally, I'd like to take this opportunity to thank Arliss Collins for all her hard work over the past year and a half. She is moving on to other duties now that our relationship with the Mozilla Science Lab has ended, but we couldn't have gotten through the past eighteen months without her. I'd also like to thank Amy Brown, who has come back to keep things going while we search for someone permanent, and welcome Kasia Zaczek, who is about to start handling workshops for us in Europe on behalf of Cyfronet in the same way that Giacomo Peru and Aleksandra Pawlik have been handling them in the UK on behalf of the SSI. Here's hoping that one day, somewhere, we can all get together for a group photo...

Program Coordinator

The Program Coordinator coordinates day-to-day operations within Software Carpentry. The Program Coordinator works with the Executive Director and the Steering Committee to coordinate operations and manage activities. Primary among these activities are the Software Carpentry workshops. Additional operations and activities which may need coordination support include instructor training, lab meetings, and communications among organizational members, instructors, learners, and other stakeholders. The position reports directly to the Executive Director.

General Responsibilities

  1. Workshop Coordination: Works with hosts, instructors, and learners to arrange workshops.

    • Responsible for communicating effectively with workshop hosts. In particular, responsible for responding to requests for workshops by connecting hosts with instructors, venues, catering, and other resources necessary for producing a Software Carpentry workshop.

    • Responsible for communicating effectively with workshop instructors by communicating teaching opportunities to the instructor community and facilitating workshop logistics.

    • Responsible for preparing registration forms, surveys, and other documents needed to support workshops.

    • Responsible for communicating effectively with workshop attendees by providing them with registration forms, surveys, contact with hosts, and other pre- and post-workshop resources.

  2. Maintenance of Records: Collects, tracks, and archives information regarding operations in an organized, transparent, and timely manner.

    • Responsible for communicating effectively with the Executive Director and providing, in a timely and accurate manner, workshop records, outlook, and status.

    • Responsible for tracking present and past workshops. In particular, maintaining records of locations, dates, instructors, learners, fees, waivers, and feedback.

    • Responsible for tracking present and past instructor training activities. In particular, maintaining records of locations, dates, and instructor certifications.

    • Responsible for archiving member organization contracts and miscellaneous legal agreements.

Professional Qualifications

  • Extremely effective interpersonal written and oral communication skills.

  • Highly organized and resourceful, capable of taking initiative and problem solving when needed.

  • Efficient and respectful of deadlines, able to ensure tasks and communications are completed in a timely fashion.

  • Three or more years experience as an administrator, coordinator, or manager of operations.

  • Knowledge of operational strategies and donor relations unique to the academic and nonprofit sectors.

  • Familiarity with business administration and program management.

  • Comfort with digital record-keeping, operations analytics, video conferencing, file sharing, email, word processing, and spreadsheets.

  • Willingness to learn new tools and technologies for record keeping, file sharing, communications, and analytics.

Specific Job Responsibilities

  • Responding to requests for workshops.

  • Matching instructors to workshops.

  • Preparing registration forms, surveys, and other documents needed for workshops.

  • Reporting special cases, problems, and other matters to the Executive Director.

  • Assisting in the development of the online workshop administration tool by providing feedback on features and usability.

  • Reporting to and working closely with the Executive Director to seek their approval of and involvement in coordination of operations.

  • Communicating effectively and collaborating with organization staff and volunteers.

  • Supporting marketing and other communications efforts.

  • Other duties as requested by the Executive Director.

Dialogue & Discussion

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