Program Event Coordinator
Cambridge, MA 02138 Hybrid
03+ Months contract with extn
Max pay $25/hour on W2
NOTE:
Job Description
The Strategic Data Project (SDP), an initiative of the Center for Education Policy Research, is a national network of education leaders working to use data to improve student success. SDP has trained more than 1000 data leaders through its data fellowships, and SDP Institutes in Leadership and Analytics (SILA).
This role will require the use of a laptop, webcam, and regular, consistent Wifi when working from their non-office location. When working onsite at Strategic Data Project offices, a desk and docking station will be provided. Temp staff are required to provide their own laptop, webcam, and WiFi.
The SDP Program Coordinator will be a core member of the Strategic Data Project’s team and will be supporting the project by helping deliver high quality in-person events through duties including, but not limited to:
• Event Support (30%)
o Coordinating the SDP Fellowship's in-person workshops to ensure a high-quality experience for partners.
o This includes making purchases within a pre-assigned event/function budget, and negotiating and liaising directly with hotel management, food vendors, and A/V contacts to create a successful event experience.
o Implement the process by which event attendees book their travel and secure their lodging at in-person events held across the country, in a manner that is consistent with university policies, event timeline, and available resources.
o Provide in-office support for pre- and post-event organization, including printing materials and packing and shipping supplies to on-site event locations.
• Event Planning and Facilitation (20%)
o Contributing to creation of event collateral, agenda design, session delivery, and other aspects of event and experience planning for SDP events and workshops.
o Presenting at planning meetings, engaging key stakeholders and internal and external partners through event planning and execution and ensuring seamless event implementation.
o Monitoring event attendees as they register for SDP programs, progress through logistical tasks, and ultimately participate in the event.
o Providing strategic reminders, support, and accountability to ensure successful and productive attendance at SDP events.
• Fellowship Monitoring (25%)
o Monitoring fellowship participants progress through program milestones, identifying participants who are behind schedule or at-risk of falling behind for the Program Manager
o Maintain accurate contact records in QuickBase and related platforms; managing access to partner tools; tracking attendee progress through operational tasks (e.g., booking travel to events); and keeping attendees informed of upcoming milestones and deadlines.
o Support Program Manager with tasks related to onboarding and offboarding cohorts, including contact management, development of communication plans, and management of Learning Management Software.
o Provide support to the fellow experience by being a “first line” of triage and question support via email and/or at in-person events.
o Providing strategic reminders, support, and accountability to ensure successful and productive attendance at SDP events.
• Program Operations (15%)
o Preparing and maintaining financial documentation for the Strategic Data Project including reimbursement paperwork, financial reports in Concur, and reviewing complex documents, such as hotel contracts, to assure compliance with university requirements and/or government regulations.
o Work with the Strategic Data Project’s Director and Managers to effectively leverage partner tools, including learning management platforms (e.g., Canvas), event websites (e.g., Sched), and Slack. This also includes incorporating these partner tools into communication strategies, creating templates as needed, and finalizing materials to ensure consistently branded, high-quality content.
• Cross-Team Collaboration and Participation (10%)
o Work as part of a team that supports the
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