Program Coordinator - Sesame Workshop : Job Details

About Sesame Workshop: Sesame Workshop is the global impact nonprofit behind Sesame Street and so much more. For over 50 years, we have worked at the intersection of education, media, and research, creating joyful experiences that enrich minds and expand hearts, all in service of empowering each generation to build a better world. Our beloved characters, iconic shows, outreach in communities, and more bring playful early learning to families in more than 150 countries and advance our mission to help children everywhere grow smarter, stronger, and kinder. Learn more at www.sesame.org and follow Sesame Workshop on Instagram, TikTok, Facebook, and X. Position Summary: The Program Coordinator is a member of the Impact Programs department and reports to the Senior Director, Programs. The Program Coordinator will work with support projects across the Impact Programs portfolio. The Program Coordinator will manage various activities in support of ongoing project management including scheduling, meeting planning, contract and vendor management, processing expense reports and purchase orders, and travel scheduling and coordination. The ideal candidate will be a collaborative team player who is flexible, proactive, and highly organized. To succeed in this role, the candidate must be skilled in simultaneously managing multiple tasks and discrete work streams, while maintaining accuracy and attention to detail, and should possess the ability to anticipate issues and problems in advance and propose potential solutions. Critical to the success of this position is the development of positive working relationships, particularly in liaising with Program Managers and functional project team members. S/he will support international projects and be expected to work across time zones, languages, and cultures. This position is based in New York, NY (Manhattan) following a hybrid work model with a minimum of 3-designated in-office days (Tues-Thurs). Primary Responsibilities: Program Management & Administration * Support the Program Management Team with administrative and initiative related tasks, such as creating timelines, arranging key partnership meetings or communications, and maintaining project-based information, analytics, and meeting notes in department systems, including SharePoint, AirTable and WorkFront. * Process contracts, purchase orders, invoices, and expense reports using approved platforms and systems in line with Sesame Workshop policies. * Lead meeting scheduling, agenda setting, and notetaking for assigned meetings. Ensure team members receive timely and accurate communication including obtaining and consolidating information from project team to share periodic updates to internal and external stakeholders. * Lead meeting, event, and workshop planning and preparation, including ordering food as needed, creating meeting briefing documents, venue set-up, and any related contract and invoicing processes. * Support accurate knowledge management and logistics for project teams and across the department including ensure shared calendars are updated, travel plans are coordinated in line with policies, and SharePoint files are organized and maintained, and support media asset cataloguing and tagging. * As assigned, create and revise presentations and documents for projects, donor reporting, and other departmental purposes. Support the drafting of project reports, presentations, fact sheets, concept notes, proposals, and executive briefings. * Support Project Managers to track progress and monitor milestones via workplans, procurement plans, and monitoring plans. Support maintenance of dashboards to report on KPIs internally and support impact storytelling for donor-facing materials. * Support data collection and analysis on project and partnership metrics, coordinating with partners and creating reports as necessary. * Provide other administrative process and planning support to the team, as assigned. Internal Engagement & Coordination * Lead overall administrative coordination and support for internal initiatives and collaborative design sessions across departments. * Support communication with US-based partners to distribute resources critical to funded projects. Manage the Communities and Military Families email inboxes in a timely manner, including facilitating shipments of project-based resources. * Manage distribution of parent-support materials by leveraging broad partner network, including maintaining data of titles and quantities sent. Support identification and ordering of supplies for creating Comfy-Cozy spaces and tracking and delivering US resources to partners. * Coordinate communications and scheduling across departments to support project planning and department needs. * Provide logistical support for implementation activities including webinars, conferences, character appearances, and outreach events as needed. * Coordinate with Legal and Finance departments for contract and payment preparation, review, and deadline management. * Contribute to process improvement and standardization efforts across projects, including identifying challenges and potential solutions. * Provide support to VP, Impact Programs as assigned. Minimum Qualifications Required: * Bachelor's degree in relevant field * 2 years minimum of relevant professional experience in an operation, program coordination, and/or administrative support role * Experience with MS Office Suite, especially in creating PowerPoint multiple media presentations is essential * Proficiency in social media and digital platforms (Facebook, X, Instagram, You Tube, LinkedIn etc.) * Experience creating and using organizational tools like Gantt charts and project management software/online tools * Strong written and oral communication skills * Able to work on a hybrid work environment Preferred Qualifications: * Professional experience in an international non-profit setting * Able to work across multiple cultures and geographies * Proactive, self-motivated team member with an ability to consider and voice effective problem-solving solutions especially around administrative efficiencies * Experience and/or interest in international development, education, or media a plus * Strong relationship management skills * Self-directed and takes initiative to accomplish goals * Commitment to Sesame Workshop's mission and core valuesEqual Opportunity Employment (EOE) Statement Sesame Workshop is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, age, national origin, predisposing genetic characteristics, pregnancy-related condition, familial status, domestic violence victim status, or protected veteran status and will not be discriminated against on the basis of disability. PSEA Statement Sesame Workshop is an equal-opportunity employer. All employment decisions are based on the business needs, job requirements & suitability of the candidate. Sesame Workshop strictly follows the Child Safeguarding Policy, and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of program participants from exploitation and to clarify the responsibilities of Sesame Workshop staff, consultants, visitors to the program and partner organization, and the standards of behavior expected from them. Pay Transparency Policy Statement As a federal contractor, Sesame Workshop follows Pay Transparency and non-discrimination provisions as guided by the U.S. Department of Labor.