Job posting

News – Job offer: Coordinator of professional programs and services

November 30, 2021

Title: Professional Programs and Services Coordinator
Reports to: Director of Programs

The AIA, the oldest and largest nonprofit organization in the United States supporting professional archaeologists, is looking for an energetic, organized and detail-oriented individual to support the work of the Institute with a focus on scholarships, grants, scholarships and public programs like the National Conference Program, International Archeology Day (JHA) and ArchaeoCon.

The position works closely with the Director of Programs and the Manager of Programs; supports the activities of the Programs Directorate; and takes care of the administrative responsibilities of the department.


  1. General administrative duties within the Programs Department, including responding to inquiries from the public (email and telephone) and general office duties
  2. Coordinate virtual and in-person conferences
    1. Administer the national conference program
      1. Communicate with companies and speakers on topics, availability, schedules, travel, etc.
      2. Manage conference follow-up, including follow-up forms, reimbursements and reports.
      3. Work with the conference program committee on nominations and selection of speakers.
      4. Communicate with the Societies Committee on any issues related to the national conference program.
  3. Assist with all special conferences, including Abridged Archeology
    1. Contact speakers to set dates, topics, biographies and summaries.
    2. Work with communications staff to set up conferences and online advertising
    3. Work with development staff on follow-up to fundraising
  4. Assist in the administration of scholarships, grants and scholarships
    1. Advertising assistance
    2. Respond to inquiries from potential and existing candidates
    3. Compile review requests
    4. Work with committees to schedule meetings and distribute requests
    5. Follow-up with laureates and other candidates
    6. Help with decision announcements
    7. Process control requests
  5. Help with IAD tasks
    1. Monitor event submissions
    2. Maintain the IAD calendar of events
    3. Work with companies on DIA grants (assist with publicity, respond to inquiries, compile applications, follow up with award recipients and other applicants, assist with decision announcements, process review requests)
  6. Assist with other outreach and education programs as needed


The successful candidate will have to have:

  • Relevant professional experience in program administration, grant administration and / or project administration, preferably in a non-profit organization.
  • BA or equivalent experience.
  • Strong attention to detail.
  • Strong written and verbal communication skills.
  • Ability to work independently and efficiently while simultaneously managing many projects.
  • Good professional judgment, discretion, diplomacy and great sensitivity to the treatment of confidential information.
  • Flexible and adaptable; open to change, learning and improvement.
  • Ability to represent AIA and engage in dialogue with the public, members of the organization, major donors, board members and other stakeholders.
  • Strong computer skills including proficiency in the MS Office suite.
  • Knowledge or familiarity with archeology or a related academic field an asset.

The AIA is committed to ensuring equal employment opportunities for all. Job applicants and employees are assessed based on their individual qualifications for a position. Under no circumstances will AIA discriminate against qualified individuals on the basis of race, color, religious belief, retaliation, national origin, ancestry, sexual orientation, gender, disability, mental illness, genetics, marital status, age, veteran status or any other basis prohibited by applicable law. The AIA complies with applicable federal, state, and local laws governing discrimination in the Boston and New York offices.

To apply:

Please send your resume and cover letter to [email protected]