Program Coordinator – State Policy and Research/EARN

Position description

The Economic Policy Institute (EPI), the nation’s leading progressive economic think tank, is seeking a Program Coordinator to support our State Policy and Research/EARN team on a wide range of administrative functions. The Program Coordinator will ensure the smooth operation of the department’s work, managing logistics and administrative tasks for events, grantmaking, network communications, and day-to-day operations. Though they will manage the Director’s schedule, the position will prioritize overall team support, with the possibility of taking on project management functions on certain projects. The ideal candidate would be someone highly organized, flexible, task-oriented, with excellent communication skills, and eager to take on increasingly complex, substantive projects as needed and appropriate. 

The Economic Analysis and Research Network (EARN) is a nationwide network of state-based research, policy, and advocacy organizations advancing an inclusive, equitable, worker-centered economy through state and local policy change. The network consists of 56 organizations in 44 states and the District of Columbia. EARN groups conduct research, provide data analysis, and develop and advocate for state and local economic policies that raise wages, improve workplace benefits, support families, and advance economic, racial, and gender equity.

This position is based in Washington, D.C. EPI is a hybrid workplace. Attendance in our Washington, D.C., office is required at least two days per week (currently Tuesday and Wednesday).

What You Will Do 

• Manage logistics for EARN’s learning community and cohort groups’ virtual events.
  • Scheduling and setting up webinars and meetings.
  • Writing and distributing invitations, reminders, and follow-up emails.
  • Sending speaker confirmations & reminders; scheduling speaker prep calls as necessary.
  • Taking notes, collecting resources shared during discussions, and distributing afterwards.
  • Managing and distributing event recordings.
    
• Manage and support in-person event logistics and communications, including EARN’s annual conference.
  • Supporting EPI event staff in managing on-site logistics and coordinating with venues and vendors.
  • Booking staff and speaker/participant travel; processing reimbursements and travel subsidies.
  • Facilitating attendee registration: creating registration forms, managing attendee lists, following up, as necessary, to obtain missing information, confirming hotel bookings, etc.
  • Drafting, editing, and distributing event invitations and follow-up emails.
  • Scheduling event and speaker prep meetings as needed.
  • Managing production and shipping of printed materials: booklets, handouts, participant packets, nametags, welcome materials.
  • Taking notes; compiling slides, recordings, and resources; and distributing materials afterwards.

• Maintain the EARN team’s contact databases, communications platforms, and network trackers.
  • Maintaining accurate contact lists for EARN members and project cohorts.
  • Maintaining and regularly updating EARN databases tracking network publications, issue campaigns, and network engagement.
  • Managing EARN’s communications platforms, including Mailchimp and EARN’s listserv.
  • Regularly updating the EARN website (earn.us) and managing membership to password-protected content.
  • Formatting and drafting network and cohort emails, newsletters, event announcements, etc.
  • Distributing EPI publications, press releases, and resource packets to network partners.
    
• Administration of EARN grantmaking and subsequent engagement with grantees.
  • Managing incoming grant proposals throughout the application process: acknowledging receipt, checking for missing materials, organizing and storing application packages, and preparing materials to share with grant review committees.
  • Scheduling meetings with grant applicants, review committees, and selected grantees.
  • Preparing award announcements: coordinating project descriptions with grantees, formatting announcements for Mailchimp, and posting on EARN’s website.
  • Maintaining database of grant and grantee information: key staff contacts, addresses, disbursement and reporting dates, MOUs, etc.
  • Preparing tailored MOUs for each grantee from existing templates; seeking input from program staff as needed.
  • Guiding grantees through the administrative process for grant distribution: collecting required paperwork, sharing with appropriate EPI departments, and conducting any needed follow-up to ensure proper disbursement of grants.
  • Manage grantee reporting during term of grant: calendaring reminders and deadlines, sending follow-up and reminder emails, storing submitted reports, and acknowledging receipt.
    
• Support field/network engagement on specific campaigns and initiatives.
  • Scheduling meetings with field/network groups, tracking responses, following up as necessary.
  • Aiding program staff on field visit logistics: venue arrangements (as necessary), travel support.
  • Facilitating internal and external conversations, including those with national partner organizations, helping to prepare agendas and materials as needed.
  • Helping manage the organization of material received from field/network meetings/engagement.
    
• Maintain the EARN Director’s schedule. Plan and coordinate team meetings. Support scheduling of other EARN team staff as needed.

Qualifications

We do not expect that every candidate will have this full range of experience, but the following qualities and experience are highly desirable: 

• A bachelor’s degree is preferred but may be replaced by additional relevant work experience.
• Knowledge of best practices for scheduling and coordinating meetings, and calendar management.
• Familiarity with a range of virtual meeting technologies and platforms. Knowledge of effective project management practices.
• At least three years of high-level administrative support experience in a professional office setting. Experience coordinating logistics for virtual and in-person events.
• Superior organizational skills with excellent attention to detail and accuracy.
• Exceptional verbal and written communication skills, including the ability to proofread, edit, and revise.

• Facility with the Microsoft Office Suite, including Excel/spreadsheets, and online teleconferencing programs, such as Zoom.
• Independent judgment, problem-solving skills, and ability to meet deadlines. Self-starting and positive approach to tasks with a willingness to learn, innovate, and grow with EPI.
• Willingness to handle occasional overtime and some travel required.

Salary and Benefits 

EPI is a unionized workplace with the Nonprofit Professional Employees Union (NPEU). This position is the bargaining unit and reports to the Director of State Policy and Research. 

The salary for this non-exempt position ranges from $65,000 to $75,000, dependent on experience, plus benefits. 

EPI offers an ​​excellent benefits package, including generous paid time off, a 9.25% employer-provided 401k retirement contribution, partial tuition reimbursement, eight weeks of parental leave, and fully employer-funded medical, vision, dental, short- and long-term disability, and life insurance for individual employees. 

Location 

This position is based at the Economic Policy Institute in Washington, D.C. As a condition of employment, EPI requires all staff to provide proof of COVID-19 vaccination which meets the guidelines recommended by the CDC. Currently, the CDC recommends that everyone ages five years and older receive 1 dose of the updated (2023–2024 Formula) mRNA COVID-19 vaccine. 

 

Application instructions

Please be sure to indicate you saw this position on tendersglobal.net