Program Associate Office of Culture and Inclusion

Key Responsibilities 

Program Planning and Accountability 

• Own the annual program plan, master calendar, milestones, budget coordination, decision and risk tracking, and closeout process; provide the Director with concise, routine status updates and early notice of material risks. 

• Ensure all major milestones are completed on time, including recruitment, selection, housing coordination, onboarding, institutional accounts and access, orientation, schedules, stipends or payments, evaluation, reporting, and preparation for the next cycle. 

• Maintain practical contingency plans, resolve day-to-day issues independently, and promptly escalate significant scheduling, access, student, faculty, financial, or reputational concerns. 

Recruitment, Selection, and Onboarding 

• Develop and execute annual outreach with college, university, and educational partners; deliver information sessions and maintain accurate recruitment materials and applicant communications. 

• Manage the full application and selection process, including eligibility criteria, timelines, review materials, committee coordination, applicant records, interviews, decisions, and timely notifications. 

• Coordinate pre-arrival requirements, housing information, forms, institutional email and badge access, required clearances and training, orientation, and all instructions students need to begin successfully. 

Program Design, Clinical Scheduling, and Delivery 

• Design a cohesive eight-week experience integrating clinical shadowing, research exposure, mentorship, educational sessions, professional development, reflection, and exposure to orthopedics, medicine, and related healthcare careers. 

• Secure and confirm placements with physicians, operating rooms, clinics, researchers, administrators, educators, and external partners. Tentative interest or an incomplete calendar entry must not be treated as a confirmed assignment. 

• Maintain one accurate source of truth for the program schedule. Each assignment must include the confirmed host, date, time, location, contact information, preparation requirements, attire, and a contingency plan. 

• Distribute clear weekly and daily schedules with sufficient lead time, verify upcoming assignments, and communicate changes promptly and directly to every affected student and host. 

• Prepare and maintain the intern handbook, orientation materials, faculty and mentor guidance, contact lists, templates, and other program resources. 

Student, Mentor, and Stakeholder Support 

• Serve as the primary, accessible point of contact for interns; conduct regular individual and cohort check-ins and monitor attendance, mentor engagement, learning, professionalism, and well-being. 

• Set clear expectations regarding punctuality, communication, confidentiality, clinical etiquette, schedule changes, and escalation procedures; address concerns promptly, document significant issues, and involve appropriate HSS resources when needed. 

• Prepare mentors and hosts with clear expectations and key dates, monitor the student-mentor experience, and intervene early when commitments or communication are not working as intended. 

• Build and sustain productive relationships with faculty, staff, university partners, external organizations, donors, and colleagues supporting program operations and stewardship; coordinate timely recognition and thank-you communications. 

Evaluation, Reporting, and Administration 

• Administer baseline, midpoint, final, mentor, faculty, and alumni feedback; track participation, experiences, mentor engagement, outcomes, and longer-term educational or career progress. 

• Prepare accurate, polished executive summaries, presentations, donor or board updates, and recommendations that clearly communicate program results, operational lessons, risks, and future priorities. 

• Maintain complete, secure, and easy-to-navigate program files, including schedules, contact lists, application records, approvals, decisions, correspondence, surveys, templates, and historical records that preserve institutional knowledge. 

Office of Culture and Inclusion Operations  

Document and knowledge management 

• Maintain the Office’s shared files, folder structure, templates, archives, and naming conventions  

• Maintain current rosters, contact lists, distribution lists, program records, and resource libraries  

• Organize materials so information can be retrieved without relying on individual memory  

Communications operations 

• Maintain the Office’s communications and event calendar  

• Manage routine invitations, reminders, confirmations, thank-you messages, and program updates  

• Monitor the shared C&I inbox and route requests appropriately  

Office-wide operating systems 

• Provide limited support for office-wide events or projects that you specifically prioritize 

• Maintain office and event-supply inventory  

• Order supplies and prepare program materials  

• Process purchase requests, invoices, reimbursements, and vendor documentation  

• Maintain a basic expense log and flag budget questions 

Required Qualifications 

• Bachelor's degree or an equivalent combination of education and directly relevant experience, plus at least three years of progressively responsible experience managing complex, deadline-driven programs or projects with multiple stakeholders. 

• Demonstrated experience owning work from planning through execution, evaluation, and closeout—not solely providing event, scheduling, or administrative support. 

• Exceptional project-management, organizational, and administrative skills, including the ability to manage detailed calendars, logistics, documentation, communications, data, dependencies, and overlapping deadlines with consistent accuracy and follow-through. 

• Strong relationship-building and influencing skills; able to gain cooperation, follow up persistently, hold commitments, and escalate appropriately without damaging trust. 

• Excellent written, verbal, facilitation, and presentation skills, with sound judgment, discretion, empathy, composure, and professionalism when working with students, physicians, administrators, partners, donors, and senior leaders. 

• Proficiency with Microsoft 365 or comparable project-management, scheduling, survey, presentation, data-tracking, documentation, and shared-file tools. 

• Ability to work consistently on site during the summer, attend occasional early morning, evening, or weekend activities, and travel locally as needed. 

Preferred Qualifications 

Experience with undergraduate or premedical students; healthcare, academic medicine, higher education, nonprofit, or another matrixed environment; clinical shadowing or physician scheduling; donor-funded programming and reporting; and recruitment, application review, program evaluation, surveys, or longitudinal participant tracking. 

What Success Looks Like 

• Major milestones, access requirements, placements, and logistics are completed early enough to prevent avoidable last-minute gaps. 

• The summer calendar is accurate, balanced, fully confirmed, clearly communicated, and supported by workable contingency plans. 

• Interns arrive prepared, understand expectations, feel supported and challenged, and consistently know where to be, whom to contact, and what to do when plans change. 

• Leadership and partners experience SPI as organized, responsive, professionally led, and worthy of continued support; records and reports are accurate, decision-ready, and increasingly useful each year. 

HR completion note: Append institutional language regarding compensation, benefits, equal employment opportunity, accommodations, and any role-specific physical requirements before posting.