Program Manager, Fellowships & Professional Learning

Job Description

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 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  

JOB TITLE: Program Manager, Fellowships & Professional Learning
DEPARTMENT: Fellowships and Professional Learning
REPORTS TO: Associate Director, Fellowships and Professional Learning

SUMMARY:
The Program Manager, Fellowships & Professional Learning, reports to the Associate Director, Fellowships & Professional Learning and supports the day-to-day implementation and administration of programs serving scientists and STEM professionals at various career stages. The position will have primary responsibility for managing the day-to-day operations of the Leon Levy Fellowships in Neuroscience program, assist with the planning and delivery of professional learning and career-development opportunities for STEM professionals, and support the development and expansion of the Academy's fellowships and professional learning portfolios. The Program Manager will work closely with program participants, speakers, mentors, scientific advisors, partner institutions, funders, and colleagues across the Academy to coordinate high-quality programming and participant experiences. Approximately 20% of the position will support the Academy's Awards portfolio, including award cycles, nominations and judging, honoree engagement, scientific programming, and related events.

ESSENTIAL DUTIES:
Fellowships & Professional Learning (Approximately 80%)

• Manage the day-to-day operations of the Leon Levy Fellowships in Neuroscience program, including fellow onboarding, program schedules, seminars, mentorship activities, professional development opportunities, symposia, and reporting requirements.
• Serve as a primary point of contact for fellows and program participants, providing timely communications, responding to inquiries, and ensuring participants understand program requirements, expectations, and opportunities.
• Coordinate fellowship application, review, and selection processes, including organizing application materials, communicating with applicants and reviewers, scheduling meetings, maintaining records, and tracking decisions and follow-up activities.
• Support the planning and delivery of professional learning and career-development programs for STEM professionals, including workshops, seminars, courses, mentorship, networking, and other approved activities.
• Coordinate the logistics and administration of virtual and in-person programs, including scheduling, registration, speaker and participant communications, preparation of materials, and post-program follow-up.
• Assist the Associate Director with the development and expansion of the Academy's fellowships and professional learning portfolios through program research, planning, process development, and implementation of new initiatives.
• Maintain accurate program and participant records, monitor milestones and deliverables, and compile information required for program administration, evaluation, and funder reporting.

Awards (Approximately 20%)

• Provide operational and programmatic support for assigned Academy award programs, including nomination, application, review, judging, and honoree selection processes.
• Coordinate award program activities, including communications with nominees, nominators, judges, scientific advisors, and other stakeholders; scheduling; organizing materials; maintaining records; and tracking submissions and decisions.
• Support the planning and execution of award ceremonies, scientific symposia, and related events in collaboration with the Awards team and other Academy stakeholders.

GENERAL RESPONSIBILITIES:

• Support fellowship and professional learning alumni engagement through networking opportunities, professional development activities, Academy programs, and other community-building initiatives.
• Collect and organize participant feedback, survey results, and program data to support program evaluation, continuous improvement, and future planning.
• Assist with program-related financial and administrative activities, including processing invoices, reimbursements, contracts, and supporting documentation.
• Collaborate with Marketing, Communications, Development, Events, Finance, and other Academy departments to support program promotion, fundraising activities, reporting, and related initiatives.
• Assist with identifying, recruiting, and coordinating scientific advisors, expert judges, speakers, and other program contributors.
• Prepare and coordinate materials highlighting award honorees' scientific achievements for scientific and general audiences.
• Maintain records of current and past award honorees and support their participation in Academy programs, publications, symposia, and other activities.
• Assist with program evaluation, sponsor reporting, and administrative requirements associated with the Awards portfolio.
• Represent the Academy professionally in meetings, program activities, scientific conferences, and other external engagements, as appropriate.
• Recommend improvements to program processes, administrative practices, and participant experiences.
• Support additional scientific programs, special projects, and related responsibilities as assigned, consistent with departmental and organizational priorities.

SUPERVISORY RESPONSIBILITY:
None
REQUIREMENTS:

• Ph.D. in neuroscience, biomedical sciences, or a closely related scientific discipline preferred; an MA/MSc in one of these fields, combined with at least three years of relevant professional experience, will also be considered.
• 2–3 years of relevant experience in program management, fellowships, professional development, scientific programming, higher education, nonprofit programming, or a related environment. Relevant experience gained during graduate or postdoctoral training may be considered.
• Experience working with scientists, researchers, fellows, trainees, or other STEM professionals at various career stages.
• Ability to understand, evaluate, and communicate complex scientific information, including scientific topics outside of the individual's primary area of expertise.
• Strong project and program management skills, with demonstrated ability to coordinate multiple programs, activities, stakeholders, and deadlines simultaneously.
• Excellent written and verbal communication skills, with the ability to communicate effectively with scientists, program participants, mentors, judges, institutional partners, and other stakeholders.
• Strong organizational skills and attention to detail, including experience maintaining program records, tracking participant requirements and deliverables, and coordinating application or review processes.
• Experience with project management software such as Asana, Trello, Airtable, or similar platforms.
• Experience with survey platforms such as SurveyMonkey, Qualtrics, or similar tools.
• Experience coordinating virtual and in-person workshops, scientific programs, meetings, symposia, or events.
• Ability to work collaboratively across departments and with external scientific and institutional partners.
• Ability to work independently on assigned responsibilities, exercise sound judgment, and identify issues requiring escalation or guidance.

WORK SCHEDULE AND ENVIRONMENT:
The Academy operates during standard business hours Monday through Friday from 9am-5pm ET. Standard work week is 35 hours, unless otherwise noted.

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.

The Program Manager is expected to maintain active engagement in program activities, including in-person attendance at workshops, presentations, and other events they help support or manage. On-site presence during occasional event days is an essential component of the role and may be required beyond regularly scheduled in-office days.

This position is primarily sedentary and performed in a professional office environment. The role routinely uses standard office equipment, including computers, phones, photocopiers, and video conferencing technology. Employees are regularly required to sit or stand for extended periods, communicate effectively, and occasional walking, bending, or lifting of light items (up to 10 pounds) may be required.

COMPENSATION & BENEFITS:
Salary: $75,000 annually. This is a full-time, non-exempt position. The salary listed represents a target range; final compensation will be determined based on multiple factors, including experience and qualifications.

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

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

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 View email address on ziprecruiter.com

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