Program Coordinator - Association of Professional Schools of International Affairs

The Association of Professional Schools of International Affairs (APSIA) is a globally recognized organization dedicated to enhancing the quality of graduate education in international affairs. APSIA brings together leading schools, institutions, and professionals to foster excellence, innovation, and collaboration in the field. With a focus on promoting global understanding and addressing pressing international challenges, APSIA supports its members and students through outreach, career resources, and professional development opportunities.

Position Overview

APSIA seeks a detail-oriented and proactive Program Coordinator to support the organization’s daily operations and contribute to its mission of advancing international affairs education. This position plays a pivotal role in ensuring seamless administrative support across programs, events, and communications while maintaining strong relationships with member institutions and partners, with the opportunity to learn more about program management.

Key Responsibilities

1. Operations / Administrative support
   • Serve as the primary point of contact for inquiries, directing them to the appropriate team members or resources.
     1. Manage APSIA’s email inbox, handling at least 40 daily inquiries from members, potential applicants, students, and other stakeholders.
   • Process applications for APSIA membership or affiliation, coordinate applicant communications, and prepare materials for review committees.
   • Manage the APSIA website, addressing technical issues and posting job opportunities and events daily.
   • Manage day-to-day administrative tasks, including scheduling meetings, organizing files, and maintaining records.
   • Taking meeting notes.
   • Managing contact databases.
   • Manage google groups.
   • Ensuring tech needs of staff are met by coordinating with tech support and website administrator.
2. Event Coordination
   • Assist in planning and executing APSIA events, webinars, and conferences.
   • Manage event logistics, including participant registration, venue arrangements, and virtual meeting platforms.
   • Step in to support events and webinars when needed.
   • Coordinate communication with speakers, attendees, and stakeholders.
   • Prepare logistics for the Deans’ Meeting, including coordinating with host schools, arranging agendas, managing registration and payment, and preparing required documents.
3. Financial and Budget support
   • Support fundraising efforts, including grant proposals and donor communications.
   • Ensure QuickBooks (accounting system) is updated and finances are reconciled, in partnership with APSIA’s controller.
   • Produce invoices, sales receipts, and financial documentation for schools and suppliers.
   • Tracking dues payments and sending invoices.
   • Track and follow up with schools regarding overdue dues payments.
   • Manage expense reports and documents related to expenses.
   • Manage questions related to AMEX accounts, troubleshoot any issues with cards.
   • Register APSIA on member schools’ supplier websites and keep active status.
   • Occasional assistance with human resources (troubleshooting any payroll issues, onboarding interns and fellows, tracking vacation and sick leave, tracking employee stipends).
4. Marketing and Outreach
   • Supervise the production of newsletters and relevant social media content.
   • Promote all events, including recruitment fairs, advisor workshops, member meetings, and public webinars.
   • Support the preparation and collection of annual surveys.
   • Draft, proofread, and distribute internal and external communications, including newsletters, reports, and social media posts.
   • Manage social media.
   • Update text and photos on the website.
5. Other duties as assigned