Program Specialist

POSITION:  Program Specialist

LOCATION:  Providence, Rhode Island

Report to:  Manager, Career Services and Professional Development

Department:  Career Services and Professional Development

ABOUT THE AMERICAN MATHEMATICAL SOCIETY

The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization that is dedicated to advancing research and connecting the diverse global mathematical community through our publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs.  The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.

WHY WORK AT THE AMS

At the AMS we value excellence, inclusivity and teamwork. We work at the forefront of advancing and connecting the diverse mathematical community worldwide, and we are seeking curious, innovative, collaborative individuals to join our team.

• Excellent work-life balance with potential for hybrid work
• Generous benefit offerings including:
  1. 9.5% employer contribution to 403(a) Retirement Plan 
  2. 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
  3. Medical and dental coverage with employer cost share 
  4. Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
• 12 paid holidays 
• Generous paid time off
• Technology equipment reimbursement for applicable roles
• Tuition reimbursement
• Commitment to equity, diversity, inclusion and a welcoming environment

SUMMARY: The Program Specialist provides programmatic and operational support for the Scientific Advancement division, with a primary focus on supporting the growth and scalability of the AMS BEGIN initiative (Business, Entrepreneurship, Government, Industry, and Nonprofit). The Program Specialist coordinates BEGIN programs, networks, outreach, and constituent engagement while developing and maintaining the operational infrastructure needed to expand connections among AMS, academic institutions, employers, and professionals across BEGIN sectors. The position also provides operational support for key departmental initiatives, including AMS Hub programming, the AMS Annual Survey, professional development activities, and assigned committees and working groups, helping ensure efficient program delivery, accurate data and reporting, and increased engagement with AMS programs and services.

ESSENTIAL FUNCTIONS:

• Support the growth and delivery of the AMS BEGIN initiative, including coordinating professional preparation programs, internship and career resources, employer engagement activities, and other initiatives designed to connect mathematicians with opportunities in business, entrepreneurship, government, industry, and nonprofit sectors.
• Develop and maintain BEGIN constituent and opportunity networks, including databases of employers, organizations, internships, professional opportunities, and other contacts; coordinate targeted outreach and track engagement and follow-up activities to support continued relationship development.
• Oversee the Tondeur BEGIN Ambassador and BEGIN Mentor programs, including communications, meetings, mentor/mentee matching, travel and reimbursement support, program records, participant engagement, and other administrative and operational activities necessary for effective program delivery.
• Implement BEGIN outreach, promotion, and external engagement, including campaigns highlighting mathematical sciences careers, representing, and promoting BEGIN at relevant conferences and events, identifying opportunities for engagement, and supporting relationships with employers, graduate programs, and other external constituents. Travel to relevant conferences and the Joint Mathematics Meetings (JMM) is required.
• Coordinate operational workflows for AMS Hub and other professional development programming in collaboration with Career Services and Professional Development staff, including event setup, scheduling, presenter and participant communications, materials, program documentation, post-event activities, and support for new and recurring offerings.
• Assist with AMS Annual Survey operations, including outreach and promotion, follow-up with nonrespondents, annual maintenance and verification of departmental and institutional contacts, participant support and troubleshooting, and other activities necessary to support timely and accurate survey participation.
• Provide staff liaison and administrative support for assigned committees, advisory groups, networks, and working groups, including the Big Math Network, Career Services and Professional Development Advisory Group, Joint Data Committee, and AMS Hub working groups, coordinate meetings, materials, minutes, action items, communications, and follow-up activities.
• Maintain program data, monitor performance, and support effective departmental operations by tracking participation, engagement, outreach, and other assigned metrics; preparing program reports and summaries; maintaining accurate records and documentation; identifying opportunities for workflow and process improvements; and collaborating with internal and external stakeholders to support depart.
• Other duties as assigned.

TRAVEL: 10%

INTERNAL AND EXTERNAL RELATIONSHIPS: 

• Work with internal departments on messaging, marketing, strategies, and planning. 
• Strategize, in coordination with internal stakeholders, to build a sustainable sponsorship pipeline and portfolio to support AMS’ programs and projects with external organizations.
• Coordinate workflow with various AMS departments, including Scientific Advancement, Membership, Meetings and Conferences, Development, Fiscal, and Creative Services.
• Develop partnerships with external stakeholders to strengthen ties between people in academia and BEGIN areas.

SUPERVISORY RESPONSIBILITIES: NO 

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree and 3+ years of program management experience.
• Excellent oral and written communication skills, including oral presentations.
• Familiarity with the mathematical community is a plus.
• A sense of urgency to move quickly and keep the pipeline flowing.
• A high level of confidence speaking with various stakeholders.
• Strong attention to detail, time management, and organization skills.
• An equal level of comfort in team and independent work environments.

ATTRIBUTES AND COMPETENCIES: The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position. 

• Demonstrates understanding of organization’s mission, structure, culture, and constituencies.
• Demonstrates knowledge of own department’s work activities and mission; understands how own job impacts work of department.
• Responds positively to changes in the organization and the workplace.
• Demonstrate flexibility in responding to work demands.
• Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect.
• Plans and organizes work effectively.
• Accepts accountability for job performance and results.
• Works effectively with others in a variety of settings
• Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation.
• Maintains professional composure in challenging situations.
• Exercises discretion in identifying, handling, and safeguarding confidential information.
• Addresses issues constructively, building cooperative relationships within and across departments.
• Receptive to feedback and willing to try different approaches in order to achieve the best results.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Performing primarily sedentary work with limited physical exertion and lifting up to 40 lbs.
• Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting, or repetitive motion.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices
• Capable of reliable attendance in the office during scheduled work hours
• Ability to travel to departments, companies, meeting sites, and other locations.

WORK ENVIRONMENT/CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typical office environment, climate-controlled, minimal noise.
• Extended work hours may be required to meet project deadlines or resolve unexpected problems.
• Work at sites outside the Providence office may be required for the completion of certain tasks, projects, or processes.
• This position is required to be in-office.

EOE Statement

The American Mathematical Society is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

Other duties disclaimer: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. It is not intended as an employment contract.