POSITION: Programs Specialist Fixed term Position

LOCATION: Providence Rhode Island

ABOUT THE AMERICAN MATHEMATICAL SOCIETY

The American Mathematical Society (AMS), founded in 1888, is a non-profit membership organization that is dedicated to advancing research and connecting the diverse global mathematical community through our publications, meetings and conferences, MathSciNet, professional services, advocacy, and awareness programs. The AMS has 30,000 members worldwide and offices in Rhode Island, Michigan, and Washington, DC.

WHY WORK AT THE AMS

At the AMS we value excellence, inclusivity and teamwork. We work at the forefront of advancing and connecting the diverse mathematical community worldwide, and we are seeking curious, innovative, collaborative individuals to join our team.

• Excellent work-life balance with potential for hybrid work
• Generous benefit offerings including:
  1. 9.5% employer contribution to 403(a) Retirement Plan
  2. 100% employer-paid Life, AD&D, Short- and Long-Term Disability Insurance
  3. Medical and dental coverage with employer cost share
  4. Voluntary vision, Life/AD&D, and Long-term Care Insurance available through payroll deduction
• 12 paid holidays
• Generous paid time off
• Technology equipment reimbursement for applicable roles
• Tuition reimbursement
• Commitment to equity, diversity, inclusion and a welcoming environment

SUMMARY:

*This is a two-year position approximately August 2024 through October 2026.

The person in this position is responsible for working in tandem with other Specialists in the department and under the direct supervision of the Programs Manager on the implementation and operation of AMS programs and programs that AMS runs on behalf of other organizations, specifically MCA 2025 travel grants for U.S.-based mathematicians and ICM 2026 travel grants for international and U.S.-based mathematicians. This work typically includes such activities as program application management, payment processing, promoting and publicizing, and facilitating planning and budgets. **Please provide cover letter with application**

ESSENTIAL FUNCTIONS:

• Work effectively and professionally in all interactions with customers, grantees, committees, granting agencies, and organizations with which AMS is a contractor
• Communicate effectively both internally and externally in all modes: in person, writing, telephone, and videoconference
• Maintain departmental and organizational standards for information maintenance, filing systems, process documentation, confidentiality, data security, and branding
• Maintain facility with AMS and departmental software essential to fulfilling assignments
• Plan, budget, schedule, announce, and promote programs, also report on and publicize program results
• Provide support for activities as assigned at AMS national and sectional meetings (e.g., committee meetings, career/job events, exhibits)
• Provide user and customer support for the AMS program listings
• Provide support for contract- and grant-funded projects (e.g., MCA 2025 and ICM 2026 travel grants)
• Contribute to departmental budgetary work for assigned projects
• Maintain listservs and databases (e.g., selection committees and awardees)
• Provide support for online event planning (e.g., webinars)
• Process travel grant reimbursements in a timely manner
• Engage in ad hoc projects and tasks as assigned by the Programs Manager
• Perform other or similar duties as assigned

INTERNAL AND EXTERNAL RELATIONSHIPS:

• Manage relationships with panel members/volunteers on specific programs
• Interact professionally with mathematicians and students at in-person events
• Serve the program applicants equitably
• Communicate effectively with staff from academic math departments to answer questions about our services and handle payment issues
• Engage equitably with individual callers/emailers at all levels of mathematical study/practice

SUPERVISORY RESPONSIBILITIES:

• None

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree and/or 3+ years of applicable experience
• Ability to write/edit/proofread communications, brochures, webpages, instruction sheets, signage, and application forms
• Experience with academia and/or nonprofit program administration desirable
• Ability to learn the management of Excel spreadsheets at an intermediate level
• Ability to learn Outlook tools at an intermediate level
• Ability to coordinate the production of brochures, ads and flyers from meeting with the creative team to print production and distribution
• Knowledge of html, various uses of pdf, and web posting
• Experience with grant management preferred
• Ability to produce and follow schedules and budgets

ATTRIBUTES AND COMPETENCIES: The following attributes and competencies are indicators of the skills and/or behaviors necessary to successfully perform the essential functions of the position.

• Demonstrates understanding of organization’s mission, structure, culture, and constituencies
• Demonstrates knowledge of own department’s work activities and mission; understands how own job impacts work of department
• Responds positively to changes in the organization and the workplace
• Demonstrates flexibility in responding to work demands
• Demonstrates and communicates respect for the opinions and beliefs of other people at all levels and fosters a climate of mutual respect
• Plans and organizes work effectively
• Possess strong analytical skills along with critical-thinking and problem-solving skills
• Shows initiative, self-motivation, creativity, and the ability to meet deadlines
• Accepts accountability for job performance and results
• Works effectively with others in a variety of settings
• Uses communication tools effectively (e.g., presentation, verbal, writing, relationship building, negotiating, listening) to meet needs of audience and/or situation
• Maintains professional composure in challenging situations
• Exercises discretion in identifying, handling, and safeguarding confidential information
• Addresses issues constructively, building cooperative relationships within and across departments
• Receptive to feedback and willing to try different approaches in order to achieve the best results

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Duties performed cause light fatigue of eyes, fingers, or other faculties due to long periods of standing, sitting, or repetitive motion
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices
• Environment during a meeting exhibit can require prolonged standing. Significant travel by foot within the convention center or the downtown area occurs while staffing meeting exhibits

WORK ENVIRONMENT/CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typical office environment, climate-controlled, staff will be conferring with one another, answering phones, packing and unpacking materials, asking for assistance, etc.
• Performing primarily sedentary work with limited physical exertion and lifting up to 25 lbs.
• Some travel may be required
• Extended work hours may be required to meet project deadlines or resolve unexpected problems
• This position is required to be in-office with hybrid potential

Affirmative Action/EEO Statement

The American Mathematical Society is committed to creating a diverse environment and is proud to be an equal opportunity employer. The AMS supports equality of opportunity and treatment for all individuals, regardless of sex, gender identity or expression, race, color, national or ethnic origin, religion or religious belief, age, marital status, sexual orientation, disability status, economic background, veteran, or immigration status, or any other social or physical component of their identity.

Other duties disclaimer: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. It is not intended as an employment contract.