Program Coordinator

About the Role / Overview

Program & Meeting Support (Texas + BMWP Portfolio)

Responsibilities / What You'll Do

• Schedule, coordinate, and support virtual and in-person meetings, workshops, and partner convenings
• Prepare meeting materials, agendas, slide decks, and follow-up summaries and provide tech assistance and program support during meetings
• Support facilitation teams by tracking next steps, sending reminders, and maintaining project timelines
• Assist with communications and coordination among youth-serving organizations, funders, and national partners

Administrative Coordination

• Create and manage meeting requests, prep time and debriefing sessions across multiple calendars, including program leads
• Provide administrative support for planning and executing events and convenings
• Maintain organized digital files, documents, and partner records on shared server
• Support grant proposal and report writing for program management

Financial Processes & Contracting

• Process invoices, reimbursements, honoraria, and vendor payments
• Assist with drafting and routing contracts, amendments, and grant-related documentation
• Track financial documentation and ensure timely submission to internal finance teams
• Maintain simple tracking systems for payments, honoraria, and contract milestones
• Providing prospecting and development support

Program Implementation Support

• Collect materials and information from partners (e.g., reports, bios, photos, deliverables)
• Support outreach, communication, and follow-up with grantees and community partners
• Coordinate logistics for partner travel, youth participation, and events as needed
• As requested, provide posts and updates on Aspen Institute sanctioned social media platforms

General Team Support

• Provide responsive, thoughtful feedback, technical support and insights to program staff related to as needs arise related to program activities, administration and operations
• Maintain a warm, professional communication style that reflects FCS's commitment to belonging and care
• Contribute to team culture by embodying values of equity, collaboration, and responsiveness

This role helps create smooth, reliable administrative and operational systems that help the team manage projects and center relationships, belonging, and community impact across multiple bodies of work and time zones, supporting the Forum for Community Solutions' work in Texas and the Belonging, Meaning, Wellbeing & Purpose portfolio.

• BA Degree and 1 year of administrative, coordination, or program support experience required; OR HS Diploma and 3-5 years' experience required
• Strong organizational skills and comfort managing many moving pieces at once
• Experience with scheduling, meeting logistics, and Zoom or similar platforms
• Familiarity with processing invoices, reimbursements, and basic contracting (or willingness to learn quickly)
• Excellent written and verbal communication skills
• Ability to work independently, take initiative, and problem-solve with care
• Strong interpersonal skills and ability to work with diverse partners, including community-based organizations, youth, and funders
• Alignment with the values of Belonging, Meaning, Wellbeing & Purpose and community-driven change
• Comfort with remote work tools such as Google Suite, Slack, Zoom, and shared drives
• Interest and willingness to work with program leads to integrating AI tools for administrative or program purposes
• Ability to travel to required events and work across Central and Pacific time zones

The Aspen Institute offers a generous benefits package including health, dental, vision, and prescription benefits, retirement benefits, and paid leave. Salary range: $52,000 - $60,000 per year, contingent upon experience.

The Aspen Institute is a global nonprofit organization committed to realizing a free, just, and equitable society, driving change through dialogue, leadership, and action to help solve the most critical challenges facing communities in the United States and around the world.