Program Coordinator - GIRS

Job description

Requisition Information

Position Information

Posted with Limited Access No Limited Access Period Ending Date Title Program Coordinator - GIRS Posting Number S01159 Full-Time/Part-Time Full-time Typical Hours Per Week 37.5 Regular, Temporary or Term Term If temporary or term, enter anticipated end date 09/04/2020 Benefits Eligible? Yes Hourly/Salaried Hourly Band/Level SP2 Hiring Minimum $21.75 Department GSTILE-LS Location Monterey, CA Campus Hire contingent upon successful completion of the following post-offer screening Criminal Background Check Position Summary

Position Summary

The Program Coordinator for the Graduate Initiative in Russian Studies (GIRS) provides leadership in GIRS’s efforts to develop, coordinate, and implement a variety of seminars and workshops featuring senior diplomats as well as leading Russian scholars and experts to teach and interact with graduate students of Russia and Eurasia. The Program Coordinator works in tandem with the Director and the other members of GIRS team as well as MIIS senior administrators, and will, both independently and collaboratively write and edit grant proposals, reports, briefings and other collateral materials for communication with corporate, foundation, and government prospects. The GIRS Program Coordinator will also be creating and implementing systems for supporting GIRS Advisory Council’s strategic planning, tracking and reporting, and is in charge of the budget allocations, monitoring and reporting. GIRS Program Coordinator is also a technical lead for the GIRS team: writing content and collaborating on the GIRS website; and troubleshooting networking issues that arise. The GIRS Program Coordinator is responsible for the development of programs, planning and overall operational execution of GIRS seminars, workshops, and/or special events. As such, the Program Coordinator should have outstanding communication and interpersonal skills. He/she works on a variety of programs simultaneously and serves as the day-to-day planning contact for visiting experts, graduate assistants and the GIRS director. This is a full-time limited-term staff position until September 2020 with the possibility of extension.


Essential Functions

•Assists the Director and others with writing and editing grant proposals and reports, briefings and other collateral materials for communication with corporate, foundation and government prospects. At the discretion of the Director, the Program Coordinator will prepare and submit grant proposals.
•Primarily responsible for GIRS specialized research of current and potential corporate, foundation, and government funders.
•Creates and implements systems for supporting strategic planning, tracking, and reporting for an aggressive and successful grantsmanship plan.
• In coordination with the GIRS director, manages the development and implementation of the Graduate Initiative in Russian Studies’ seminar series and related activities, including developing program format, topics, speakers, and budget management to ensure program objectives are successfully met.
•Serves as a technical lead for the GIRS team, helping to develop and maintain the GIRS website.
•Demonstrates knowledge of both international policy (bilateral relations and Russian domestic and foreign policy in particular) and fundraising techniques and strategies.
•Writes and edits highly impactful documents for soliciting and reporting on philanthropic grants
•Researches and analyzes a variety of reference material in order to compile, evaluate and disseminate data
•Manages multiple, complex tasks and relationships with initiative and independence
•Exercises sound judgement, prioritizes and manages time effectively, and works effectively under pressure
•Acts as a team player by working collaboratively and demonstrating initiative, creativity, sound judgement, discretion, and leadership
•Communicates with visiting scholars and experts to ensure that curriculum is designed to meet program objectives and to coordinate logistics for their visit (e.g., speaker contract, hotel, travel arrangements, transportation and schedule).
•Manages, coordinates and arranges contracts for hotel accommodations, air and ground transportation, passport and visa clearances, program functions and visitor entertainment.
•Creates and maintains internal calendar for upcoming seminars and prepares promotional and marketing materials for each event, including invitations, flyers, and posters.
•Selects and manages key vendors by negotiating new contracts, tracking contractual requirements and ensuring vendors comply with company guidelines while remaining within budget guidelines.
•Creates, tracks, and maintains project budgets and expenses in order to ensure cost saving measures and spending within allocated amounts. Assists in preparing grant applications and reports.
•Evaluates the effectiveness of programs by soliciting participant feedback, summarizing results, and formulating recommendations to determine successes and areas of improvement, which will be used to improve subsequent program effectiveness.
•Supervises and guides the work of GIRS Graduate Research Assistants.

General Responsibilities

Other duties as assigned.



B.A. in Business Administration, Public Administration, International Relations, or related field required.

Knowledge, Skills and Abilities

•Knowledge of the field of international relations, history and bilateral relations, and knowledge of basic fundraising techniques and strategies.
•Exceptional analytical (academic background in international policy studies, Russian studies strongly preferred), budgeting, negotiation, and project management skills.
•Excellent written and verbal communications skills
•The ability to interact professionally and comfortably with senior administrators, faculty members, and external constituents.
•Must be self-motivated, articulate, and possess excellent verbal and written communication skills.
•Detail oriented, highly organized, and ability to multi-task.
•Ability to manage time-sensitive projects.
•Excellent computer skills, including proficiency with computer software for word processing, presentations, spreadsheets, and calendars. Proficiency with Excel, Word, database software.
•Advanced knowledge of foreign languages, Russian in particular, preferred.


At least 3 years of demonstrated functional experience in administration, budgeting, conference and project management.

Physical Demands

The Middlebury Institute of International Studies at Monterey maintains a smoke-free workplace and complies with the Federal Drug-Free Schools and Communities Act and Drug-Free Workplace Act.

Position requires light to moderate physical effort and the ability to work at a computer keyboard for extended periods of time.

Posting Information

Close Date Open Until Filled Yes Special Instructions to Applicants

To apply – complete an online application and attach all required documents. Please attach a separate sheet with reference contact information for at least 3 professional references.


Some postings require contact information for reference providers for confidential letters of recommendation.

Recommendation Letter Requirements Supplemental Questions for Posting

Required fields are indicated with an asterisk (*).

Applicant Document Required Documents
  1. Cover Letter
  2. Resume/C V
  3. Additional Document 1
Optional Documents




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    Job No:
    Posted: 12/29/2018
    Application Due: 7/28/2019
    Work Type: