Manager of Residencies & Programs

Reporting to the Executive Director and the Chief of Staff, the Manager of Residencies & Programs will be based in New York City, and will be responsible for broad administrative oversight of Hawthornden Foundation’s three Residency Locations and associated programming.

The Manager of Residencies will work with the Site Directors on the ground to coordinate travel logistics and dietary restrictions. In addition, the Manager will oversee the entire Residency Program cycle, managing deadlines and key participants throughout. They will act as the conduit or nexus between many individuals, to smoothly manage these complex processes.

Responsibilities:
Residency Programs:
● Update and implement consistent Residency Policies across all three
residency sites, including working with the Executive Director and our legal
counsel to ensure we adhere to local laws and regulations;
● Coordinate the “universal” nomination, application and jurying timeline,
convey these deadlines to all parties involved, and collect deliverables;
● Manage application process for all three sites, including oversight of
Submittable application platform, updating dates across hawthornden.org
and Submittable platform when needed, maintaining application
requirements, reviewing eligibility, pre-reading and jury review processes as
they evolve;
● Coordinate the translation of writing samples included with residency
applications, where needed;
● Manage the scheduling of each Jury’s meetings, assist in Jury meetings
where needed, track terms of Jury members, and coordinate the appointment
of new Jury members.
● Facilitate the writers’ visa application process, where needed;
● Coordinate with our external travel consultants for stipend payment and
travel arrangements;
● With Site Directors, be responsible for reporting any budgetary changes and otherwise closely adhering to approved budgets;
● Work with the Site Directors & Site Staff as needed to locate, verify the
qualifications of, and arrange contract terms of external vendors, including
those related to Programs;
● Keep the Executive Director and Chief of Staff regularly apprised of activity at all Residency Sites;

Programs Implementation:
● Handle all logistical details of Conversazioni, including confirming dates,
participants, program itinerary, and travel arrangements in partnership with
the Chief of Staff;
● Assist with other site-based programming logistics as needed;
● Assist Hawthornden Castle Site Director in the arrangement of annual
Hawthornden Prize Ceremony, including close management of guest list.

● Bachelor's Degree required
● Project Management experience strongly preferred
● Prior experience with multi-site international workplace strongly preferred
● Highly focused attention to detail
● High comfort level with technology
● Familiarity with Submittable not required but preferred
● Vendor management preferred
● Excellent communication skills
● Ability to not only meet deadlines, but manage deadlines where many others are involved, and obtain deliverables from parties involved
● Energetic self-starter
● Ability to craft complex short and long-term plans, including sequence of
steps
● Highly adaptable and able to modify complex plans when unforeseen changes may be necessary
● Experience in or strong interest in the literary world strongly preferred
● Fluency/proficiency in Italian language a plus