• Job Title: Program/Project Coordinator
  • Reports to: Program Director
  • Department: Office of the Dean – Schwarzman College of Computing
  • Date: 11.14.2023
  • Position Title: Program Coordinator
  • % Effort or Wkly Hrs: 40 hours; 1.5-yr. term appointment
  • Prepared by: Diane Ramirez-Riley, Director of Human Resources and Chu Huang, Host Site Program Director of Break Through Tech AI

Position Overview

Under minimal supervision, the Program Coordinator performs complex and diverse duties in support of the Director of Break Through Tech AI, in the Schwarzman College of Computing. The Program Coordinator will support the retention and post program plan of each cohort of program participants. The position will be responsible for the logistics of the travel reimbursements, communications, and events. In addition, the Coordinator will be responsible for assisting the Director to match program participants to relevant internships, and track the data to measure progress-to-goal so that students achieve transformational career outcomes. By serving as the primary point of contact to students, the Coordinator will play an essential role in reinforcing the appropriate expectations, tone, and student community that will enable participants to be their authentic selves and persist throughout the program. The ideal candidate is flexible, able to navigate through ambiguity and thrives in a fast paced environment.

Principal Duties and Responsibilities (Essential Functions**)


(1) Support program activities for Program within New England and Workshops (30%)

  • Supports the strategy and tactics to effectively recruit up to 250 students and coordinate and provide student support with up to 8 Teaching Assistants and MIT faculty for the summer course.
  • Adapt national program materials for local context; coordinate and facilitate program presentations and events such as fall projects and mentorship and career development.
  • Assist in analyzing the data quarterly to inform student experience in the program
  • Support application review and selection process to drive cohort enrollment.
  • Supports in the development of document, and operate tools and systems to coordinate continually improve efficiency and impact of student activities.
  • Network and build relationships with the community to identify and increase the number of new students’ internships.
  • Attend staff meetings; Coordinate events for the program; this includes prepare agenda, presentation, invitations, and materials, etc.; arranging for space, food, and presentation needs, etc.
  • Assist with the production of program material and informational publications.
  • Assist and/or develop social media context for the program.
  • Assist in workshops, matching students with projects, and meetings with mentors.
  • Assist in preparing and hosting monthly in person maker days during the fall and spring terms.
  • Assist the faculty lead with the summer course.
  • Assist in managing student communications from point of enrollment through program completion, including program onboarding, summer course logistics, Maker Days and in-person class and/or career services programming.

(2) Support student internship placement activities for the Program within New England (30%)

  • Curate lists of strong internship opportunities that will support Program participants achieve strong career outcomes.
  • Manages program evaluations activities, including student and supervisor feedback. 
  • Prepares internship materials and assists with technical reports at meetings. Generate and submit reports, keep detailed records, evaluate student performance associated with internships and related assignments.
  • Serves as a resource to students regarding the program. 

(3) Support ongoing program support, financial processes and student engagement (40%)

  • Host office hours for mentors, manage Canvas platform, and maintain a calendar of 50+ mentorship meetings that occur throughout the program year.
  • Handle initial questions, concerns, and/or escalations from students, mentors, and/or Company Advisors.
  • Host office hours to provide guidance and support for students throughout the program to problem solve or assist with internship search.
  • Process travel receipts to be reimbursed to student.
  • Process financial award for students who complete the program.
  • Balance empathy and high expectations for students to foster a supportive community amongst Program participants. 
  • Maintain high engagement with enrolled students, as to ensure minimal attrition.
  • Assist with the production of program material and informational publications.
  • Collect and process financial reimbursements and financial awards for students throughout the student program participation.
  • Follow up with alumni to track how the program have helped them.
  • Perform other related duties as required. 

Supervision Received

Receives minimal supervision from the Director. 

Supervision Exercised

None. May train and coordinate work of other office support staff, student employees and/or temporary staff.

Qualifications & Skills

  • Bachelor’s Degree preferred.
  • A minimum of two years of administrative and/or program management experience is required.
  • Work in either an academic or corporate setting coordinating or managing student services, event planning, program coordination, or career development.
  • Must have strong organizational and project management skills with demonstrated experience meeting milestones and deadlines over a sustained period of time.
  • Planning and executing program events.
  • Demonstrated evidence of strong organizational, interpersonal and problem-solving skills.
  • Strong written communication skills – Able to write clearly and succinctly.
  • Excellent computer skills and organization is essential. Attention to detail is essential.
  • Experience working with event tools, including websites, email programs, content management systems, and mobile apps.
  • Knowledge of undergraduate academic and career advising.
  • Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
  • Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds. 
  • Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
  • Proven ownership and bias for action, willing to move quickly and decisively to resolve issues. Ability to deliver high-quality work within tight timelines.
  • Ability to work on weekends and weeknights as needed.
  • Willingness to perform other duties as requested.

This is a 1.5-year term position.

** To comply with regulations by the Americans with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.