Program & Events Coordinator

Menlo Park, CA
Job Terms:
DOE + Benefits
Start date:
Posted By:
Teddy Stackman

Job Description:

Aquent's Client is hiring a Program & Events Coordinator to join our team.

This new program brings beat-making and coding to life through a workshop experience unlocking STEAM opportunities for middle and high school students in historically underrepresented communities across the United States. Students produce musical beats using basic coding and ultimately participate in a beats showcase where they celebrate their work. This program is one of the many programs and initiatives which co-designs programs and products to support K-12 communities facing layers of inequity, often with a focus on computer science and STEM.

Reporting to the Community Engagement Manager, the Program & Events Coordinator will work cross-functionally with Design, Marketing, Infrastructure, and Partnerships team members. Coordinator will be responsible for in-person (2022) and virtual workshop logistics and coordination across internal and external partners. This includes non-profits, school districts, and local grassroots organizations. Along with providing the highest level of customer support to program facilitators as they onboard.

A successful coordinator will thrive being hands-on, lead program management, execute workshop events nationally, as well as understand and respect our intended program communities. Building the best team ensures the program will be delivered successfully and add the highest possible value. You will work in a dynamic, start-up-like team that brings together engineers, educators and partners with a variety of backgrounds and passion for innovating the education space.


Virtual & In-Person Workshop Management

- Logistics Coordination

- Schedules 30-50 partners for workshops across various time zones

- Creates individual Splashthat pages (via an event marketing platform), Zoom links, and shares workshop communications to multiple stakeholders from start to end

- Collects respective student waivers from partners and uploading into internal system

- For in-person events (starting in 2022), requirement of ~30% domestic travel

- Employee Resource Groups (ERGs) Volunteer Management

- Recruits, onboards, and schedules a network of 40-50 internal Employee Volunteers to support workshops

- Deploys post-survey and sends thank you notes and swag

- Post-Workshop Communication

- Sends post-workshop next steps communication to partner sites and XFN partners

- Updates CRM with appropriate post-workshop information

- Monitors survey responses, deploys survey reminders as needed

- Drafts and manages post-workshop messaging & briefs needed by XFN partners based off workshop metrics

Program Operations:

- Oversee Facilitator Support & CRM Updates

- Monitors CRM to identify and support prospective facilitators

- Exports weekly reports to evaluations partners and program team

- Coordinates with evaluation partner(s) to schedule interviews and observations

- Sends emails and schedules 1:1 calls to support program facilitators with onboarding and successful program implementation in their communities

- Manages weekly reporting and analyze tends of weekly support tickets from partners

- Manages stipend process for program completion with local partners

Core Competencies:

- Demonstrated to manage Salesforce or similar CRMs; include creating and exporting customized reports, updating account data, and curating relevant metrics

- Experience communicating with internal and external stakeholders of diverse backgrounds and socioeconomic levels

- Demonstrated commitment to and passion for creating access and equity in education (i.e. computer science and STEAM learning opportunities)

- Highly proactive and self-motivated. Must take ownership of projects and be able to work with minimal direct supervision


- 3+ years of experience of event management, program management, and community outreach,

- Using project and asset management tools like Asana, Trello, etc.

- Managing partnerships directly

- Ideating and coordinating on the ground workshops with a high level of fidelity

- 2+ years of experience including a deep sense of cultural humility in partnering with historically underrepresented communities

- 2+ years of experience in a role that required excellent people and relationship building skills

- 2+ years of experience working with high-performance, cross-functional teams

Preferred Qualifications:

- Professional level written and oral Spanish fluency

- 1-year experience working with STEM organizations and/or technical teams

- 1-year experience in education and/or non-profit sector