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Program Coordinator

The Aspen Institute
Washington, DC 20037
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  • Job Code
    161010208

The Aspen Institute

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society. Since its founding in 1949, the Institute has been driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world. Headquartered in Washington, DC, the Institute has a campus in Aspen, Colorado, and an international network of partners.

Commitment to Diversity, Equity & Inclusion

To achieve our mission of a more free, just, and equitable society, we commit to working proactively to advance the principles of diversity, equity, and inclusion across our myriad endeavors such as the recruitment, compensation, training, and advancement of staff. The best people-serving institutions make this commitment, and we seek to be a leader in the ways that we do so and learn from others. Visit our website to learn more about our commitment and recent actions taken toward building and nurturing a diverse and inclusive environment.

Division Description:

The Aspen Global Leadership Network (AGLN) is a growing, worldwide community of entrepreneurial leaders from business, government and the nonprofit sector currently more than 3,500 Fellows from over 50 countries who share a commitment to enlightened leadership and to using their extraordinary creativity, energy and resources to tackle the foremost societal challenges of our times. All share the common experience of participating in one of the Aspen Institute's various leadership Fellowships.

Program Description:

The Health Innovators Fellowship Launched in 2015, the Health Innovators Fellowship is designed to build a cadre of highly successful leaders from across the US health care ecosystem who are deeply committed to each other and to using their skills and experiences to improve the health and well-being of Americans. Each year, 20 Fellows are chosen to participate in the program. Fellows commit to attending four text-based, moderated Aspen Institute seminars over a two-year period and to launching a new venture that stretches them in their leadership and addresses a health care challenge of their choosing. Alumni of the Fellowship become members of the Aspen Global Leadership Network.

Basic Function:

  • As part of the program's two-person team, the Program Coordinator will work alongside the Executive Director to deliver key support to the Fellowship program through resourcefulness, initiative, creativity, and curiosity. They will have important project and event coordination responsibilities, including the coordination of multiple seminars with Fellows, the annual selection of Fellows, and events for alumni, partners, and the Board. The Program Coordinator will also serve as a key partner for the Executive Director in executing strategies to support Fellows' social impact ventures, communicate with the growing network of Health Innovators Fellows, promote ongoing interaction and collaboration among Fellows and alumni, track the program's budget, and document the program's impact, among other responsibilities. The Program Coordinator will collaborate with colleagues across the Institute's Leadership Division and interact with Health Innovators Fellows to support Fellows' efforts and experiences. Position can be based in Washington, DC or remote and requires travel (approximately 25% of time).

Essential Duties and Responsibilities:

The ideal candidate should demonstrate cultural competence and ensure all work products outlined below consider the impacts of the work on multiple communities, including communities of color and individuals with different gender identities and socioeconomic backgrounds. These responsibilities are achieved via an unwavering focus on diversity, equity, and inclusion.

Ensure Seamless Seminars & Events

  • Coordinate all Health Innovators Fellowship events, including 3 annual seminars of 5-7 days for ~25 participants. This includes selecting and securing conference facilities and lodging, negotiating contracts, planning meals and logistics, coordinating with on-site vendors, organizing transportation and special activities (e.g., airport transportation, hikes), and ensuring risk management plans are in place and in accordance with Institute policies.
  • Provide Fellows and moderators with clear and timely instructions and seminar materials before and during seminars. Organize staff/moderator prep meetings.
  • Process expenses and reimbursements and monitor program spending against budgets. Coordinate post-seminar follow-up, such as evaluation summaries and debrief meetings.
  • Uphold confidentiality and discretion while being present in the seminar space.

Coordinate and Assist with Class Nominations and Selection

  • Coordinate the annual nomination (sourcing) process for each new class of Fellows, including publicizing a call for nominations, tracking databases of contact information, and overseeing online nominations.
  • Coordinate the annual selection for each new class of Fellows, including preparing bios and background materials on all candidates, setting up candidate interviews in multiple cities or online for the Executive Director and partner interviewer, preparing selection outcome notices to nominees and nominators, and coordinating all onboarding paperwork with new Fellows.
  • Assist Executive Director with executing strategies for ensuring quality nominations and diversity of pool.
  • In conjunction with Executive Director and Communications team, manage the public announcement, including developing press releases.
  • Organize welcome receptions for existing Fellows to welcome new Fellows.

Assist Fellows with Ventures

  • Help the Executive Director track, summarize, and publicize Fellows' venture work.
  • Schedule venture check-in calls among individual Fellows with the Executive Director, as well as peer group Fellow calls.

Connect Fellows and Facilitate Communication with the Public and Key Stakeholders

  • Maintain the Fellowship's websites and send monthly newsletters to Fellows.
  • Help promote ongoing interaction, collaboration, and learning among Fellows and alumni.
  • Track and share updates on Fellows, their accomplishments, and the program across various public channels, including the Aspen Institute and AGLN.
  • Assist Executive Director in documenting the program's impact and cultivating stories to illustrate the effect of the Fellowship on the Fellows and US health care.

Support Efforts to Ensure Sound Program Governance

  • Assist the Executive Director with program governance efforts, including preparing board meeting packages, the annual budget, and meeting minutes.
  • Review monthly financial reports and confer with the Executive Director in the maintenance of accurate financial records.
  • Ensure that the Health Innovators Fellowship team documents and shares best practices and ideas for continuous improvement.

Assist with other administrative tasks

  • Process all program expenses and contracts, including expenses incurred by the Executive Director
  • Other duties as assigned.

Principle Interactions:

  • The Program Coordinator will report to the Executive Director and provide day to day support for all events/seminars. She/he/they will also partner with others in the division and throughout the Institute on projects and tasks related to media and events.

Knowledge, Education, and Experience:

  • Bachelor's degree or equivalent experience/interest in health care
  • Experience planning and coordinating meetings and events.
  • Excellent cultural competence and experience working directly with constituents from diverse racial, ethnic, socio-economic, and geographic backgrounds.
  • Discrete with all interactions and able to interact with people in varying situations, from vendors to CEOs.
  • Proficiency with Microsoft Office and Google Suite programs, proficiency with Salesforce strongly preferred, and familiarity with website maintenance preferred.
  • Familiarity and experience working with diverse communities, including an appreciation for the assets of each community and understanding of the institutional barriers to health care that currently exist, strongly preferred.
  • Ability to multi-task and pay close attention to detail; a keen eye for logistics and processes.

The Institute has implemented a mandatory COVID vaccination policy for all employees who will work at one of our physical locations, attend any of our in-person events or travel on behalf of the Institute. Staff unable to be vaccinated may request an exemption under certain circumstances.

The Aspen Institute is an Equal Opportunity Employer and complies with all District and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or protected veteran or disabled status and will not be discriminated against.





PI161010208

Posted: 2022-01-14 Expires: 2022-02-14

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Program Coordinator

The Aspen Institute
Washington, DC 20037

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