Senior Project Coordinator

About the Role and Team

Join a dynamic team committed to transforming science education through professional learning, strategic partnerships, and advocacy. As a Senior Project Coordinator, you will support the day-to-day management of STEM competitions administered by NSTA, including ExploraVision, eCYBERMISSION, GEMS, and the Junior Science and Humanities Symposium (JSHS). Your primary responsibilities will focus on ExploraVision and JSHS.

Working closely with the Project Managers for ExploraVision and JSHS, this position provides high-quality administrative, operational, and program coordination support. You will play a critical role in ensuring efficient program execution by maintaining systems, supporting participant communications, and coordinating logistics for national competition activities.

Essential Duties and Responsibilities

Program Administration and Operations

• Provide comprehensive administrative and operational support for the JSHS and ExploraVision competitions.

• Support the execution of daily program activities to ensure all timelines and deliverables are met.

• Maintain organized, up-to-date program documentation, files, and records.

• Identify operational challenges and communicate recommendations for resolution to project managers.

Communication and Stakeholder Management

• Respond to inquiries from participants and stakeholders in a timely, professional manner, escalating complex issues as necessary.

• Coordinate routine communications with program participants, volunteers, and stakeholders.

• Collaborate with marketing staff to provide program updates and content as needed.

Financial and Data Management

• Process administrative documentation, including W-9s, invoices, travel vouchers, and payment requests, in accordance with organizational procedures.

• Prepare and organize documentation to support accounts payable processing.

• Support the tracking of program expenses and maintain accurate records for reporting and internal review.

• Maintain and update program databases and participant records to ensure accuracy and completeness.

• Manage registration systems, monitor data quality, and resolve discrepancies in coordination with project managers.

• Track stakeholder and participant data to support program metrics, reporting, and analysis.

• Assist in preparing sponsor and internal reports by compiling and organizing program data.

Logistics and Event Support

• Coordinate the processing and distribution of student awards and scholarships.

• Support the ordering, tracking, and shipment of program materials and supplies to regional and national sites.

• Assist in the planning and on-site execution of national competition events.

• Support updates to program websites, databases, and online platforms.

• Assist Project Managers with special projects and program initiatives.

Requirements

• Strong organizational and coordination skills with exceptional attention to detail.

• Proficiency in Microsoft Excel, including maintaining tracking tools, organizing datasets, and using formulas (e.g., lookups, pivot tables) to support program operations.

• Strong proficiency in Microsoft Word, including preparing professional correspondence, reports, and forms.

• Ability to manage multiple priorities and meet deadlines in a fast-paced, deadline-driven environment.

• Strong problem-solving skills with the ability to identify issues and escalate or recommend solutions appropriately.

• Ability to work independently while maintaining alignment with team priorities and guidance.

• Strong written and verbal communication skills.

• Ability to maintain accuracy while managing large volumes of data and documentation.

• Demonstrated ability to follow processes while identifying opportunities for improved efficiency.

Preferred Qualifications

• Associate or bachelor’s degree, or equivalent professional experience.

• 1–3 years of experience in program coordination, administration, or operations support.

• Experience supporting federally funded or grant-funded programs.

• Familiarity with CRM systems or registration platforms.

• Exposure to accounts payable processes and financial documentation.

Compensation and Location

• Salary Range: $60,000 – $68,000

• Location: Remote position with core working hours between 10:00 AM and 3:00 PM Eastern Time.

• Travel: Includes attendance at one NSTA conference annually and support for national competition events.

Benefits

We are committed to supporting our team to achieve a work/life balance. Benefits include:

• Unlimited vacation

• Remote work environment

• Comprehensive health, dental, and vision insurance

• Sick leave

• Paid parental leave

• A retirement plan with a generous employer match

Why Join Us

When you join NSTA, you’re not just taking a job—you’re helping to transform science education nationwide. You’ll work with passionate colleagues, contribute to meaningful professional learning experiences, and make a difference for teachers and students across the country.