HR and Internship Program Coordinator - AEI

Overview

The American Enterprise Institute (AEI) is seeking a full-time, in-person human resources and internship program coordinator to join AEI’s HR and Talent Development team. This position offers a unique opportunity to oversee the day-to-day operations of a premier think tank’s internship program while assisting with talent acquisition and growth.

This program coordinator will join a team of human resources professionals who deliver seamless hire-to-retire services to AEI employees in addition to services related to general HR and employment, compensation and benefits, operations and administration, talent management, and employee relations.

AEI offers a stimulating work environment, competitive compensation, and excellent benefits. Applicants should submit an online application complete with a resume, a cover letter, transcripts, and a writing sample. The anticipated start date for this position is as soon as possible.

Responsibilities

• 40%: Intern Recruitment and Selection
  • Assist intern mentors in developing internship descriptions, defining qualifications, and determining performance criteria; review and post descriptions for 50–65 or more internships each semester to online recruitment systems and university programs.
  • Lead the intern recruitment life cycle by screening resumes for basic qualifications, sending qualified applicants to intern mentors for screening, and declining intern candidates who were not selected for roles.
  • Extend offers to intern candidates and await timely responses; plan and schedule onboarding dates to ensure an excellent experience for new interns.
  • Act as the primary contact for programs and universities that partner with AEI’s internship program; facilitate internal placement processes as needed.
  • Partner with internal AEI divisions, including the Academic Programs department and coalitions team, to reach and source interns.
  • Advise intern mentors on hiring decisions as needed.
• 40%: Intern Program Administration
  • Lead the onboarding and off-boarding process for all interns by following defined procedures in iCIMS and Salesforce; coordinate with internal AEI building services and ensure completion of all tasks.
  • Research, select, and develop material for the intern development program to reflect AEI’s mission and policy work, professional competencies, and skills for the next generation of public policy leaders; serve as the primary facilitator for programming each semester and coordinate with internal teams as needed (including Events, Video, and Facilities).
  • Train and meet with intern mentors regularly and as needed to ensure positive oversight for all interns.
  • Partner with managers and intern mentors when providing feedback, conducting investigations, and coaching through intern relations issues.
  • Facilitate exit surveys with interns to receive feedback that will be used to improve the intern experience in subsequent programs.
  • Write and distribute the weekly program newsletter.
  • Update and maintain the intern and mentor handbooks annually.
  • Maintain the inventory of AEI swag and manage the distribution of welcome bags for interns.
  • Verify employment for former interns as needed.
  • Prepare the annual internship budget based on projected activities, events, and the number of interns.
  • Develop checklists and process documentation for other aspects of the intern program as needed.
• 20%: Talent Acquisition and Other HR Support
  • Assist the HR talent acquisition specialist with routine aspects of AEI’s recruiting process for jobs.
  • Post jobs on AEI’s iCIMS page, LinkedIn and other external boards as needed.
  • Screen resumes and conduct interviews as needed.
  • Schedule subsequent interviews with hiring managers and colleagues.
  • Send notices to candidates who were not selected.
  • Prepare offer letters.
  • Complete other professional skill–building duties in support of the HR and Talent Development team (including benefits, event planning, and operations).

Physical requirements and working conditions at AEI:

• The employee is regularly expected to stand, sit, talk, hear, and use hands and fingers to operate a computer, telephone, and keyboard. This job requires close vision abilities due to computer work.
• The employee must be able to lift up to 30 pounds at times.
• The employee must be able to work in a confined area.
• Moderate noise (e.g., from computers, phone, printers, and light traffic) is expected.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities associated with this position.

Qualifications

• Excellent interpersonal skills, including the ability to collaborate with colleagues in all levels across the organization.
• 1+ year(s) of program administration, with program coordination experience preferred
• A bachelor’s degree in business, human resources, public policy, or a related liberal arts field, or relevant organizational experience
• Familiarity with recruiting methods and best practices related to and including applicable policies and federal, state, and local employment laws and regulations
• Experience designing, developing, and executing organization-wide programs
• Experience with customer relationship management, applicant tracking system, and human capital management software (a plus)
• Proficiency with Microsoft Office Suite or related software
• The ability to responsibly handle sensitive information
• Strong level of attention to detail
• Ability to prioritize work in a fast-paced environment