The Senior Project Specialist, Program Operations & Data Systems supports operational management, coordination, systems administration, and continuous improvement of STEM enrichment programs and competitions within the Competitions Division. Under the direction of the Director of Competitions, this position serves as a subject matter expert in the Gains in the Education of Mathematics and Science (GEMS) program, participant data systems, program operations, reporting, and process documentation. 

A primary responsibility of this role is the coordination and administration of the GEMS program in partnership with the Director of Competitions and external sponsors. The position also serves as the technical lead for the organization’s participant registration and data management systems, including oversight of participant tracking, reporting dashboards, and operational data integrity across competitions and STEM enrichment programs. 

This position collaborates closely with sponsors, Local Program Coordinators (LPCs), outreach staff, marketing staff, and internal teams to ensure successful program implementation, accurate reporting, effective participant engagement, and operational efficiency. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Program Operations & STEM Enrichment Coordination 

• Coordinate the implementation and execution of the GEMS program cycle in alignment with sponsor expectations, organizational priorities, and established program goals.  
• Collaborate with the Director of Competitions to establish short- and long-range goals related to student, near-peer mentor, and teacher participation at designated program sites.  
• Serve as the primary day-to-day liaison with the sponsor regarding administration and coordination of the GEMS program.  
• Serve as a primary contact for information dissemination and external inquiries from potential program participants, educators, coordinators, and stakeholders.  
• Collaborate with Local Program Coordinators (LPCs) to oversee participant recruitment, registration, selection, onboarding, and implementation activities.  
• Provide operational and technical support to LPCs during program planning, implementation, and evaluation phases.  
• Support grant-required evaluation and reporting efforts, including participant tracking and data collection activities.  
• Collaborate with the Outreach Specialist to support recruitment and outreach efforts designed to increase participation in STEM enrichment programs.  
• Partner with the Marketing Manager to support the development and implementation of marketing campaigns, promotional materials, and communication strategies.  
• Prepare sponsor-required reports and program documentation, including annual program plans, annual program reviews, participation summaries, and related reports.  
• Support division leadership in promoting awareness and engagement in STEM education programs and competitions.  

Data Systems Administration & Reporting 

• Serve  as the competition division’s technical expert and primary  administrator for the Ideal-Logic participant registration and management system.  
• Manage participant data tracking and reporting across STEM competitions and enrichment programs.  
• Develop, maintain, and enhance program dashboards and tracking systems to support operational decision-making and sponsor reporting.  
• Ensure data integrity, consistency, and accuracy across registration, participation, and reporting systems.  
• Provide technical assistance, troubleshooting, training, and guidance to staff and program coordinators using participant management systems.  
• Support data collection, analysis, and reporting activities related to grants, sponsors, participation trends, and program outcomes.  
• Identify opportunities to improve workflows, reporting processes, and system efficiencies.  

Process Documentation & Continuous Improvement 

• Develop, document, and maintain Standard Operating Procedures (SOPs), workflows, and operational guides.   
• Assist in identifying and implementing process improvements to enhance operational efficiency, consistency, and user experience.  
• Support cross-functional coordination and knowledge sharing across teams and programs.  
• Assist with special projects and operational initiatives as assigned by division leadership.  

Required Education & Experience 

• Bachelor’s degree required.  
• Minimum of 4–10 years of related experience in program operations, project coordination, systems administration, STEM education programs, nonprofit administration, or related fields; or an equivalent combination of education and experience.  

Preferred Qualifications 

• Experience supporting sponsor-funded or grant-funded education programs.  
• Experience with participant management, CRM, or registration systems, preferably Ideal-Logic.  
• Experience in STEM education, youth programs, competitions, or enrichment initiatives.  
• Experience developing operational reports, dashboards, and process documentation.  

Knowledge, Skills, and Abilities 

• Strong organizational and project coordination skills with the ability to manage multiple priorities and deadlines.  
• Strong analytical and problem-solving abilities with attention to operational detail and data accuracy.  
• Ability  to manage complex data systems and reporting processes.  
• Strong written and verbal communication skills.  
• Ability to build collaborative relationships with sponsors, educators, program      coordinators, and internal stakeholders.  
• Experience creating SOPs, workflow documentation, and training materials.  
• Proficiency in Microsoft Office Suite, database systems, and reporting tools.  
• Ability to work independently while contributing effectively within a      collaborative team environment.  

TRAVEL REQUIREMENTS

Occasional travel is required for meetings, conferences, and program activities. (appx. 4-6 trips annually) 

SOME OF OUR BENEFITS 

We are committed to supporting our team to achieve a work/ life balance. Here are just a few of the benefits we offer to help you thrive:  

• Unlimited vacation  
• Remote work environment  
• Comprehensive health, dental, and vision insurance 
• Sick leave  
• Paid parental leave
• A retirement plan with a generous employer match 
• Professional development  

SALARY RANGE

$75,000 – $85,000 annually commensurate with experience, qualifications, and technical expertise.  
 

POSITION LOCATION

This position is remote with core hours between 10:00 AM and 3:00 PM eastern.

Why Join Us 

When you join NSTA, you’re not just taking a job—you’re helping to transform science education nationwide. You’ll work with passionate colleagues, contribute to meaningful professional learning experiences, and make a difference for teachers and students across the country.