Experimental Projects Coordinator

The Santa Fe Institute seeks a full-time coordinator to support the planning and execution of grant-funded, on-site research gatherings and public events. In addition to managing logistical details associated with these events, the Experimental Projects Coordinator would help in the post-event reporting, to ensure that work undertaken by participants of these science meetings is adequately represented to relevant stakeholders. Additionally, the coordinator will help in the production of more accessible media related to these meetings (essays, interviews, etc.) for dissemination to a larger audience, so as to communicate key findings or novel insights from those meetings to the general public. Candidates must be outgoing, while also exercising discretion. Must possess strong organizational skills with attention to detail, and the ability to adapt quickly to changing circumstances. Given the project-oriented nature of this position, a creative candidate who can multitask, prioritize between many moving targets with clarity, and who takes initiative will be given special consideration. A background in events coordination is preferred.

Following an initial onboarding period, in close coordination with the Director, Experimental Projects, this position may work remotely up to two days per week. All SFI employees are required to work on-site three days per week. The coordinator will have an office at SFI’s Miller campus in Tesuque, just outside Santa Fe proper, and is expected to support events at a number of venues in the area; reliable transportation is a must.

Job Responsibilities

Assist with administrative and programmatic details and tasks in support of grant-funded research themes including:

• Contact Database maintenance for public program planning, including panel participants, musical performers, attendees, community partners, vendors, etc.
• Research contact information for potential event participants, musicians, authors, artists, underwriters, etc.
• Assist with program billing, coding, and reporting
• General correspondence and summary reporting
• Maintain and update public web content as needed
  
  

Support role in the preparation, development, and production of events including:

• On-site coordination at all events, including evenings and weekends
• Assist in the coordination of participant travel, accommodations, reimbursement and payment
• Logistical assistance in the booking of venues, vendors, and acquisition of events materials
• Assist with the administration of invitations and contracts with event participants
• Solicit biographies, headshots and sound-bits, etc. from participants
• Gathering logos, copy, etc. for marketing materials
• Producing and distributing marketing materials
• Assist in the production of summary materials post-event, including editing of multimedia assets
• General unexpected errands - they do come up!
  
  

Job Qualifications

• Strong organizational skills, attention to detail
• Excellent written and oral communication skills
• Proficiency in Word and Google Suite required; willingness to learn new software packages such as Salesforce, MailChimp, Slack, and others as needed
• Ability to multitask and prioritize many projects with clarity and accuracy
• Ability to work independently, manage your own workload and take initiative
• The ability to adapt to frequently changing needs on a daily basis
• Enthusiasm and an outgoing nature is a must
• Relevant work experience in event coordination/production highly considered
  
  

Principal Interactions

This position is supervised by the Director, Experimental Projects but also frequently interacts with the Communications team, the Office of the President, The Office of the Vice President of Science, The Events and Visitors team, and SFI staff and researchers at large.

Application Materials:

Applicants are asked to submit a cover letter outlining their relevant experience as well as their personal interests, and where/how those interests intersect with any of SFI’s current research themes. Applicants must also provide an up-to-date resume, and three professional references. Files must be uploaded using out online form; emails will not be considered.

The Santa Fe Institute is an Equal Opportunity Employer. We encourage applications from minorities, women, and people with disabilities, as well as people who have taken unconventional paths in their careers.