Fellowship Program Coordinator at The Huntington

Job Title: Fellowship Coordinator

Job Status: Full-time

Location: San Marino, CA

Salary: $26/hr. – $32/hr

About Us

At The Huntington, we believe that having a team of diverse backgrounds and voices working together will enable us to support and promote the appreciation of the humanities, the arts, and botanical science. The Huntington is proud to be an equal opportunity employer and is committed to providing employment opportunities regardless of race, religious creed, color, national origin, disability, sex, gender, gender identity, sexual orientation or any other characteristic protected by local, state or federal law.

The Huntington

Founded in 1919, The Huntington Library, Art Museum, and Botanical Gardens is a collections-based research and educational institution open to the public, housing world-class library, art, and botanical collections. Its mission is to support research and promote education in the arts, humanities, and botanical science and to display and interpret its extraordinary resources for diverse audiences.

The Culture

Here we are committed to the highest of standards in all that we do – from preserving and protecting the collections, to exhibitions, educational and scholarly programming, visitor and reader services, and beyond. Achieving excellence across these pursuits requires a diversity of perspectives, expertise, experience, and methodologies. We are better together. We believe an explicit commitment to diversity, equity, and inclusion directly impacts and improves staff and audience engagement and experience.

The Huntington requires all employees to be fully vaccinated and boosted against COVID-19,and proof of vaccination must be submitted prior to beginning employment. In accordance with the law, The Huntington will accommodate employees who cannot be administered the COVID-19 vaccine due to their sincerely held religious belief, disability, or medical condition, and applicants should contact Laura Sanders in Human Resources at lsanders@huntington.org if they have questions about this requirement.

Job Description

About the Role

The Fellowships and Institutes Administrator oversees the online research fellowships application system, maintains files, reviews, categorizes, and keeps track of all submitted fellowship applications. Moreover, the Fellowships and Institutes Administrator is responsible for answering any questions regarding the process of applying for a fellowship as well as facilitating the experience of those awarded fellowships. In addition, the Fellowships and Institutes Administrator administers the J-1 visa program for international scholars and prepares paperwork, registers, and arranges stipend payments for all visiting Research Fellows. This position also works in collaboration with the Assistant to the Director of Research to produce the Research Department’s conference brochures as well as with the staffing of the Research Fellowship selection committee meetings, Research conferences, and public lectures in the humanities. S/he/they will demonstrate a background of working directly with people from diverse racial, ethnic, geographic and socioeconomic backgrounds, using a welcoming, inclusive, and accessible approach

.Essential Duties

Administration of Fellowship Program

  • Answers inquiries regarding the fellowship application process.
  • Responds to inquiries from recipients of fellowships.
  • Liaises with SurveyMonkey Apply regarding updates to fellowship portal, runs tests, and manages online account.
  • Reviews and categorizes all submitted applications.
  • Presents updates to and liaises with curators and peer review committees in forwarding appropriate applications for review, creating tutorial guides for new members, when necessary.
  • Attends and presents information at all peer review committee meetings which take place on four Saturdays in February.
  • Prepares appropriate notification of results to all applicants.
  • Prepares and sends Fellowship Agreements to successful fellowship applicants via HelloSign.
  • Maintains files of fellowship recipients.
  • Prepares various lists of fellowship recipients for both internal and external distribution.
  • Tracks fellowship statistical information and creates reports.
  • Administers the UK Arts and Humanities Research Council International Placement Scheme and meets each AHRC fellow during lunch meeting with Director of Research.
  • Administers the Huntington’s Travel Grants Competition for Study in the UK.
  • Assists in integrating short-term and long-term fellows into the scholarly community, which may include assisting long-term fellows explore healthcare options.
  • Meets with grantees in person and virtually and prepares paperwork for payment of fellowship stipends and submits to the Business Office.
  • Creates templates used to streamline registration processes.
  • Assists with the organization and planning for the long-term fellows’ annual symposium.
  • Keeps track of and circulates long-term fellows’ working group weekly material.
  • Keeps track of and circulates weekly fellow arrivals email.
  • Updates the Research website with current information.

SEVIS (Student Exchange and Visitor Program)

  • Liaises with foreign grantees for visa documentation paperwork throughout the entire visa application process.
  • As “Alternate Responsible Officer,” prepares and submits Forms DS-2019 (first step in obtaining J-1 visa) for foreign grantees.
  • Processes Visa/Sevis/Uber fee reimbursements upon foreign grantees arrival on workday system.

Research Website Supervision

  • Responsible for web-based publicity of the research fellowship program’s ongoing and historical activities.

Publicity

  • Coordinates, and meets with printer, for formulation of annual fellowship mailer.
  • Assists in formulation and design of all conference brochures.
  • Liaises with conveners to create conference flyer and utilizes Huntington Digital Library and Library Catalog for images and captions to be used in brochure, if necessary.
  • Liaises with Reader Services Department regarding Research Department activities to be publicized in New & Noteworthy.
  • Shares publicity material with internal and external groups, when needed.
  • Proofs and edits material, as necessary.
  • Meets monthly with the Diversity and Heritage Month Content Project team to discuss the Heritage Month content taking place across the institution and to support the goals of the DEI Communications plan to amplify and expand diverse voices and stories within The Huntington’s collections.

Other Functions

  • Provides backup to Assistant to Director of Research and Housing and Programs Coordinator by cross-training in key functions.
  • Coordinates weekly Short-Term Fellow Coffee Meetings
  • Coordinates dinners for lecture series; invites guests and keeps track of invitations and reservations.
  • Prepares lecture introductions used by the Director of Research.
  • Provides Spanish language translations for the institution, when necessary. (Not Applicable)
  • Welcomes the public and guests to research conferences and research lectures by collecting and scanning tickets using Ticketure.
  • Distributes mail, when needed.
  • Other duties as assigned.

Candidate Requirements And Experience

Knowledge, skills, and abilities:

  • Bachelor degree highly preferred.
  • Must thrive at a fast pace and enjoy working in a team environment.
  • Must be poised and courteous in dealing with a wide variety of scholars, donors, board members, and staff.
  • Must be able to maintain confidentiality and act with discretion.
  • Must be detail-oriented with strong organizational skills and high level of accuracy.
  • Must have excellent verbal and written communication skills, including excellent editing skills.
  • Must have strong computer skills.
  • Must be proactive and able to think beyond the moment to manage time effectively.
  • In accordance with the J-1 Visa Exchange Visitor Program regulations, candidates must be citizens or legal permanent residents of the United States to be eligible for appointment as Alternate Responsible Officer.

Experience

  • Extensive experience providing administrative assistance required; administering an application program a plus.
  • Experience applying up-to-date technical skills in the workplace (Outlook, Word, Excel, and PowerPoint) required.

Working Conditions

  • Normal office environment. Much of the work is performed on a personal computer.
  • Periodic driving for AHRC meetings.

Compensation & BenefitsWe provide competitive compensation, generous benefits and perks for all eligible employees including:

  • Pay Range: $26/hr. – $32/hr. Negotiable and commensurate on experience.
  • Medical, Dental, Vision
  • 403(b) basic retirement plan and optional matching retirement plan with an outstanding employer match
  • Hybrid remote work schedule available for applicable positions
  • Considerable paid time off, including annual leave, sick leave, and holidays
  • Discounts for staff in The Huntington Store and restaurants
  • Access to the Museums Council pass, which grants free admission to various museums and cultural institutions
  • Free passes each month to welcome family and friends to visit the grounds

The Application Process

Please submit a cover letter and CV/resume as a single PDF attachment.

You will have the opportunity to submit additional documents on the “My Experience” section of the application

EEO IS THE LAW

Apply via LinkedIn