Program Coordinator

Reports To: Director of Administration

The Foundation for Advanced Education in the Sciences (FAES) is an entrepreneurial non-profit organization located at the National Institutes of Health (NIH) in Bethesda, Maryland. We design and deliver advanced educational programs and activities that enhance professional life and productivity on NIH campuses. As a small but mighty team, we rely on integrity, ingenuity, and a strong sense of purpose to make a lasting impact. Our work environment is collaborative, fast-paced, and deeply rewarding, with a generous benefits package.

Position Overview

The Program Coordinator plays a vital role in coordinating and executing high-profile programs and events, supporting marketing and communications, and ensuring smooth operational processes across departments. This position blends program execution, event planning, marketing coordination, and administrative operations.

The ideal candidate is a proactive, detail-oriented professional who thrives in a fast-paced environment, communicates clearly, and works effectively both independently and collaboratively. This highly visible role serves as a front-line liaison between the NIH community, vendors, and staff, requiring professionalism, discretion, and excellent interpersonal skills.

Key Responsibilities

Program & Event Coordination

• Plan, coordinate, and execute programs and events from concept to completion, ensuring precision and professionalism in logistics.
• Coordinate speaker agreements, travel, lodging, and honorarium payments in collaboration with the accounting department.
• Support internal and external events, including meeting setup, A/V needs, catering, and on-site assistance (occasionally after hours).
• Partner with the Director of Administration on NIH collaborations and partnership inquiries.
• Create and maintain program records, reports, and proposals.
• Track budgets for partnership and sponsorship events, coordinating with internal teams and external partners.
• Prepare post-event summaries and reports for internal communications and Board meetings.

Marketing & Communications

• Coordinate activities with marketing and website contractors to ensure consistent messaging and timely updates.
• Support the development and distribution of promotional materials for programs and events.
• Collaborate with departments to manage website content and enhance program visibility through email campaigns, newsletters, and social media.

Administrative & Operational Support

• Provide general administrative support and serve as backup for front desk operations.
• Maintain staff and vendor contact lists, manage permissions, and assist with departmental tools and applications.
• Support members of the Senior Leadership Team with scheduling, logistics, and administrative needs.
• Assist with onboarding new employees and generating monthly reports.

Qualifications

• Strong relationship-building, collaboration, and customer service skills.
• Excellent written and verbal communication abilities.
• Demonstrated organizational and problem-solving skills, with strong attention to detail.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Teams), Zoom, and Adobe Acrobat.
• Must successfully pass an NIH background check.

Education & Experience

• Bachelor’s degree preferred.
• 2–4 years of relevant experience in program coordination, event planning, or administrative operations.
• Experience in a higher education, nonprofit, or similar environment is a plus.

Benefits

• 100% employer-paid medical and dental insurance.
• Generous paid time off and holidays.
• Tuition reimbursement and professional development support.
• Retirement plan with employer contribution.
• Hybrid work flexibility.

Salary range $55K - $60K

Work Environment

This position operates in a hybrid work model, with both in-office and remote work components. It requires the ability to lift up to 25 lbs., remain seated for extended periods, and use standard office equipment in a professional office environment.

Equal Employment Opportunity Statement

The Foundation for Advanced Education in the Sciences (FAES) is an Equal Opportunity Employer. We are committed to providing equal employment opportunity to all applicants and employees without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, marital status, or any other protected characteristic under applicable federal, state, or local law. FAES also provides reasonable accommodation to qualified individuals with disabilities in accordance with applicable laws.

Salary : $55,000 - $60,000