Coordinator, University Programs

Reston, Virginia
Mar 20, 2019
Apr 24, 2019
Career Level
Entry Level
Full Time

The American Institute of Aeronautics and Astronautics is seeking an experienced Coordinator, University Programs who will be responsible for coordinating AIAA Institute and Foundation university programs to include competitions, paper conferences, scholarships, receptions, and other university-related events.  This individual will also work with other areas of the Institute to enhance student experience and assist with implementation of new programs and opportunities to engage university students.



Assist regional volunteers with seven Regional Student Conferences. Responsibilities include:

  • Ensuring each Region selects date and location for student conference
  • Setting up each conference in Open Water management system
  • Hosting webinars/telecoms for conference organizers to ensure they utilize system properly
  • Informing Student Activities Committee chair of deadlines for abstracts and final papers
  • Providing judges with access to Open Water
  • Assisting organizers with promoting conferences
  • Transferring funds to treasurer of each region
  • Coordinating staff attendance for conferences
  • Issuing prize money directly to winners
  • Working with Communications department to announce winners

Organize the Foundation International Student Conference.  Responsibilities include:

  • Inviting first-place winners of Regional Student Conferences to compete
  • Working with staff to arrange student travel
  • Working with event manager to secure meeting room space for conference
  • Working with Student Activities Committee (SAC) to secure judges for the event
  • Organizing recognition ceremony to announce and celebrate winners
  • Issuing prize money directly to winners
  • Working with Communications department to announce winners

Administer Foundation Paper Design Competitions. Responsibilities include:

  • Working with SAC and Technical Committees to determine which paper competitions will be offered to students
  • Uploading RFPs and other pertinent competition information to the AIAA website
  • Setting up competitions in the Open Water program management system
  • Working with marketing to promote competitions
  • Assigning head judge’s access to judging portal
  • Ensuring judging is taking place
  • Announcing winners and issuing prize money

Administer the Foundation undergraduate scholarship and graduate award programs: Responsibilities include:

  • Working with Marketing department to promote scholarship and award opportunities
  • Setting up scholarships and awards in Open Water
  • Securing judges
  • Notifying applicants of outcome
  • Working with Communications department to announce winners
  • Processing payments
  • Arranging for winners to attend Forums where applicable

Track participation in all university programs and prepare annual report

Assist with student activities at Forums such as receptions and Diversity Scholars Program

Assist with the development of program budgets

Respond to inquiries and requests from members

Perform other duties as assigned by the Manager YP and University Programs, and Managing Director, Products and Programs


Position Skills:

  • Excellent verbal and written communication skills
  • Strong organizational skills and attention to detail
  • Ability to identify problems and to take appropriate action within AIAA guidelines with minimal direction
  • Demonstrated ability to build relationships with external and internal management and peer-level personnel
  • Excellent team player with proven ability to work collaboratively with all constituent groups, including members, staff, program participants and other supporters
  • Excellent customer service skills
  • Creative and energetic self-starter who can quickly adapt and thrive in a multitasked environment
  • Ability to identify, comprehend and resolve protocol issues



  • Bachelor’s degree required
  • Three to five years of experience in a member service organization
  • Familiarity with Association management software, preferably NetForum
  • Familiarity with Open Water software preferred or another awards software platform a plus
  • High proficiency with Microsoft office (Word, Power Point, Excel)
  • Travel approximately 6 times per year.


To apply, email resume, cover letter and salary requirements to




Why Work at AIAA?

Make a real difference in the aerospace industry! Assist us in positioning aerospace for its exciting future while celebrating the industry’s pioneering accomplishments. As an AIAA employee, you will enjoy competitive compensation and benefits including:

  • 37.5-hr work week
  • 11 holidays + vacation and sick leave
  • Great location off the Dulles Toll Road near the new Reston Silver Line Metro
  • Awarded ‘Best Workplaces for Commuters’ by Fairfax County Transit Authority and the National Center for Transit Research
  • Medical, Dental, Vision insurance with low co-pays
  • 403(b) retirement savings plan with generous match
  • Group Term Life insurance
  • Long-term and short-term disability
  • Educational assistance
  • Health club subsidy


About AIAA

AIAA is the largest aerospace professional society in the world, serving an innovative, high-value workforce that helps make the world safer, more connected, more accessible, and more prosperous. We represent a profession whose great work has produced everything from the brilliant innovations that affect daily living to the major missions that fuel our collective human drive to explore and to accomplish amazing things.



American Institute of Aeronautics and Astronautics

12700 Sunrise Valley Drive, Suite 200

Reston, VA 20191


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