Program Assistant

Job description

ABOUT THE NEW YORK ACADEMY OF SCIENCES 
The New York of Academy of Sciences is an independent, not-for-profit organization that since 1817 has been committed to advancing science for the benefit of society.

With more than 20,000 Members in 100 countries, the Academy advances scientific and technical knowledge, addresses global challenges with science-based solutions, and sponsors a wide variety of educational initiatives at all levels for STEM and STEM related fields.

The Academy hosts programs and publishes content in the life and physical sciences, the social sciences, nutrition, artificial intelligence, computer science, and sustainability.

The Academy also provides professional and educational resources for researchers across all phases of their careers.

Please visit us online at  www.nyas.org  (https://nyas.applytojob.com/apply/Qulf75KAQ8/www.nyas.org.%C2%A0)

JOB TITLE: Program Assistant
DEPARTMENT:   Shared Services
REPORTS TO:   SVP, Operations

SUMMARY:
The Program Assistant provides essential administrative, logistical, and operational support to ensure the successful delivery of Academy programs and events.

This role manages customer service communications, supports event builds and reporting, coordinates logistics with internal staff and building management, and assists with data management across multiple systems.

In addition, the Program Assistant contributes to program improvements and symposium planning, ensuring high-quality experiences for participants, speakers, and attendees.



ESSENTIAL DUTIES:

+ Provide customer service support before, during, and after events (emails, tickets, attendee management).



+ Assist with building and updating event websites and agendas in Cvent/AA.



+ Support onsite and virtual events, including registration desk, event badges, supplies, and speaker reimbursements.



+ Coordinate logistics with building management and vendors (catering, invoices, freight, cleaning, HVAC).



+ Manage event data and reporting, including running queries, distributing reports, and maintaining tracking tools.



+ Conduct outreach to potential venue rental clients and external partners for program participation and promotion.



GENERAL RESPONSIBILITIES:
Event Support and Customer Service

+ Respond to customer service emails across all programs.



+ Manage day-of-event customer service tickets.



+ Build events in AA and support Cvent agenda/website updates

+ Provide onsite event assistance, including managing the registration desk for full-day or large-scale events (50+ attendees).



+ Print and prepare event badges

+ Maintain meeting supplies

+ Manage attendee lists

+ Provide support for virtual and in-person events, including website maintenance and speaker reimbursements

Logistics and Vendor Coordination

+ Liaise with building management to coordinate freight access, HVAC scheduling, and post-event cleaning.



+ Process catering and vendor invoices.



Data and Reporting

+ Run and distribute event data queries across departments

+ Prepare and distribute weekly meeting reports; maintain reporting tools.



+ Event data management

Outreach and External Engagement

+ Outreach to potential venue rental clients

+ Maintain rental listings

+ Reach out to potential external clients for program participation and promotion.



SUPERVISORY RESPONSIBILITY:
None

REQUIREMENTS:

+ Bachelor’s degree or equivalent experience.



+ 1–2 years of administrative or program support experience, preferably in events, nonprofit, or academic settings.



+ Strong organizational skills with attention to detail.



+ Excellent customer service and communication skills.



+ Ability to manage multiple tasks in a fast-paced environment.



+ Familiarity with event management and data systems (Cvent, AA, EMS, LMS, ACGI) preferred.



+ Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).



WORK SCHEDULE:
The Academy operates during standard business hours Monday through Friday from 9am-5pm ET.

Standard work week is 35 hours, unless otherwise noted.



+ This position requires work occasional ly in the early mornings, evenings, or weekends for events.

Early morning, evening or weekend work will be required to support events.



The Academy offers a flexible hybrid work model, which includes a combination of in-office and remote work.

Specific in-office days are determined in coordination with the team and leadership.

Flexibility is offered where possible, but regular in-person collaboration is required to support team effectiveness and project goals.


Physical Requirements:
This role involves standard office and computer work, as well as occasional in-person event support.

The position requires the ability to sit or stand for extended periods, lifting and carrying materials such as event supplies or signage (up to 20 lbs).



  COMPENSATION & BENEFITS:
Salary: $24.72 per hour- $27.47 per hour ($45,000-$50,000 annual equivalent).

This is Full-time, non-exempt position.


In addition to salary, the Academy offers a comprehensive benefits package which includes affordable health insurance, retirement plan with matching employer contribution, personal & career development stipend as well as liberal paid time off policies.



HOW TO APPLY:
Applications must include a resume, cover letter and salary requirements.


 
Equal Employment Opportunity Statement
The New York Academy of Sciences is an Equal Opportunity Employer and is committed to compliance with all applicable federal, state, and local employment laws.

We prohibit discrimination in all aspects of employment, including recruitment, hiring, promotion, compensation, benefits, training, and termination, on the basis of any legally protected characteristic.

This includes, but is not limited to, actual or perceived race, color, creed, religion, national origin, sex, gender identity or expression, sexual orientation, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by law.


The Academy is also committed to making good faith efforts to recruit applicants from a wide range of backgrounds, experiences, and perspectives, including those historically underrepresented in the sciences  

Reasonable Accommodations
The Academy is committed to providing reasonable accommodations to qualified individuals with disabilities and applicants with disabilities throughout the recruitment and employment process, in accordance with the Americans with Disabilities Act (ADA) and other applicable laws.

If you need assistance or accommodations during the application or interview process, please contact Human Resources at hr@nyas.org

 
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