Coordinator, Fellows; MAF

The Mac Arthur Fellows Program awards unrestricted fellowships to talented individuals who have shown extraordinary originality and dedication in their creative pursuits and a marked capacity for self-direction. The Mac Arthur Fellowship is a "no strings attached" award in support of people, not projects. Each fellowship comes with a stipend of $625,000 to the recipient, paid out in equal quarterly installments over five years.

The Coordinator is an integral and active part of the Fellows Program, whose responsibilities include critical document and information management tasks and program staff support. Tasks are high in volume and time‑critical, but accuracy cannot be sacrificed for speed. Attention to detail is expected across all tasks. Each of the three Coordinators assumes primary responsibility for a specified set of tasks, but several support functions are shared and each Coordinator is expected to "swing" to cover essential tasks when additional or back‑up support is needed.

Clear communication and planning are required to ensure that essential tasks are covered efficiently and effectively. The Coordinator must manage time effectively and work on both independent and collaborative projects with minimal supervision, and be flexible in assuming a range of assignments as the program evolves. S/he also must maintain a high level of professionalism in interactions with the large and growing network of Fellows Program nominators, selectors, evaluators, outside guests, and with colleagues from across the Foundation.

• Coordinate outgoing correspondence for nominee evaluations and generate invitations to new nominators on a daily basis. This includes creating new records or updating existing records with new contact information, institutional affiliations, titles, domain information, etc., as needed.
• Research and/or verify contact information through Internet research or email/phone inquiries.
• Enter bibliographical information for nominee exhibit materials in advance of quarterly selection committee meetings with careful attention to detail and knowledge of discipline‑specific bibliographical conventions.
• Ensure readability of all exhibits in online portal that delivers materials to Committee.
• Work with Foundation Librarian to catalogue new materials for the Fellows Library and fulfill Program Officers’ Interlibrary Loan requests.

• Maintain integrity and consistency of data using a CRM; develop and update guidelines for data entry and formatting.
• Write queries and reports to better understand characteristics of nominators, evaluators, Fellows, and other database populations.
• Collect and organize data on Fellows through website research and/or database queries; assist in maintaining accurate data on Fellows in database and Foundation website.

• Maintain adequate supplies and materials for the office.
• Assist with special projects (e.g., mass mailings, document‑scanning projects, event preparation, and registration).

• Provide support for special projects undertaken by two Senior Program Officers and a Program Officer as needed.
• Assist with drafting, formatting, proofreading, and fact‑checking memos, reports, presentations, spreadsheets, and other documents for internal and external use.
• Maintain professional correspondence via email with Fellows, Selectors, and other colleagues.
• Support budgeting and contract processes as needed.

• Minimum of five years relevant administrative (or equivalent military) experience, including data entry, document and data management, meeting scheduling, and basic budgeting/contract processes.
• High school diploma or GED; bachelor’s degree or relevant college coursework is preferred.
• Demonstrated experience maintaining data using a CRM (customer relationship management) database.
• Demonstrated experience and skill with Internet research tasks and able to discern quality of Internet sources.
• Strong working knowledge of Microsoft Outlook, Word, PowerPoint, and Excel.
• Strong writing, editing, and verbal communications skills.
• Able to meet tight deadlines and manage priorities.
• Able to take initiative, to anticipate, and to adapt to change.