Positions - Asian American Scholar Forum

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AASF AIX AI Summit East 2026: Conference Event Planner/Organizer (Project Contractor)

Hiring Organization: AASF
Project Period: January 15 – April 30, 2026
Format: Part-time/casual contractor positions
Location: New York City
Estimated Weekly Time Commitment: 15 hours per week

Role Overview: The Asian American Scholar Forum is looking for an experienced event planner/organizer to assist with the planning, preparation and execution for a one-day summit in New York City on April 17th, 2026. This role works closely with the conference organizing leadership and provides support for event management, team coordination, fundraising, participant engagement, conference materials, logistics, volunteer management, and onsite coordination.

What You Will Do

Support day-to-day event management and conference planning tasks.
Facilitate team coordination by scheduling meetings, managing agendas, and tracking follow-ups.
Assist with coordinating timelines, deadlines, and task lists across the planning team.
Draft and organize conference materials, including internal documents, summaries, and briefing materials.
Support participant engagement through answering inquiries and the coordination of communications with speakers, committee members, volunteers, and attendees.
Assist with logistics and volunteer management before and during the event (e.g., session planning, materials, run-of-show documents, recruitment, training).
Provide onsite coordination and real-time support during conference dates, as needed.
Help with post-conference review and documentation of materials.

What We’re Looking For

Prior experience with events, student organizations, or administrative support
Familiarity with tools like Google Docs, Sheets, Zoom, or project management platforms
Strong organizational skills and attention to detail
Clear written and verbal communication skills
Reliability and ability to meet deadlines
Comfort working independently and asking questions when needed
Interest in conferences, events, or behind-the-scenes coordination work

To Apply:
Interested candidates should submit a resume, cover letter, list of three references, and any relevant portfolio materials demonstrating your experience, as well as your contact information, to info@aasforum.org with the subject line CONFERENCE EVENT PROJECT ORGANIZER.

AASF AIX AI Summit East 2026: Registration and Website Tech Support Interns

Hiring Organization: AASF
Project Period: January 15 – April 30, 2026
Format: Intern
Location: Remote
Estimated Weekly Time Commitment: Intern. 5-10 hours each week; hours may increase closer to conference dates

Role Overview: The Asian American Scholar Forum is seeking multiple technically inclined students to support conference registration, data management, and website operations for a one-day summit in New York City on April 17th, 2026 is seeking This role focuses on ensuring accurate participant information, smooth registration workflows, and timely reporting.
This position is ideal for students interested in data management, information systems, digital operations, or technical support in a professional setting.

What You Will Do

Registration and Reporting
- Monitor and Manage Registration Data: Regularly track and monitor conference registration activity using the Whova platform.
- Generate and Analyze Reports: Run standard reports (registrations, ticket types, add-ons, discount code usage) and export data to maintain shared Google Sheets trackers.
- Quality Control: Proactively identify and flag data anomalies (e.g., unused codes, unexpected ticket combinations, missing add-ons) for the Registration Lead.
  Eligibility and Verification Support
- Poster Session Compliance: Utilize technical tools to verify poster content against established rubrics.
- Credential Verification: Manage the mail-merger process for verifying recommendation letters.
- Cross-Check and Validate: Cross-reference student and poster registrations against approved lists and verify membership eligibility using provided databases.
Data Management and Analysis
- Maintain Data Integrity: Take ownership of registration-related spreadsheets, including the registration master and discount code ledger, ensuring they are accurate and up-to-date.
- Basic Data Operations: Execute fundamental data operations (filtering, sorting, lookups, simple joins) to manage large datasets.
- Reporting: Prepare accurate summary tables and attendee counts for weekly operational updates.
Technical and User Support
- Front-Line Support: Monitor the conference inbox, providing timely and professional draft responses to common registration issues using approved templates.
- Troubleshooting: Resolve basic technical issues (e.g., login confusion, code entry errors, missing confirmations).
- Issue Escalation: Promptly escalate complex payment, policy, or system-level issues to the Registration Lead.
  Website and Content Updates
- Content Maintenance: Under guidance, make routine updates to the conference website regarding registration deadlines, ticket availability, schedules, and logistics.
- Communication Flow: Report any unclear or outdated information to the Communications Lead prior to making changes.
Process Documentation and Improvement
- Documentation: Create step-by-step documentation for recurring tasks (e.g., running reports, updating trackers).
- Optimization: Note recurring workflow issues and suggest practical improvements to operational processes.
- Handoff: Assist with compiling comprehensive end-of-conference documentation and handoff notes.

What We’re Looking For

Experience with Git, Python, HTML, JSON, WordPress
Comfort working with data, spreadsheets, or databases
Strong attention to detail and accuracy
Ability to follow structured processes and document work clearly
Problem-solving mindset and willingness to learn new systems
Clear written communication skills
Demonstrated commitment to data privacy and security protocols.
High degree of integrity and discretion when handling sensitive information

Nice to Have

Familiarity with event registration platforms or CRM systems
Basic experience with database queries (SQL or similar)
Coursework or interest in information systems, data science, or related fields

What You’ll Gain

Hands-on experience managing real registration and membership data
Practical exposure to databases, reporting, and technical troubleshooting
Experience supporting digital infrastructure for a professional event
Transferable skills relevant to data, operations, and technical role

Job Opening: Asian American Scholar Forum Operations Director

The Asian American Scholar Forum (AASF) seeks an Operations Director to join and help grow the organization. The Operations Director will oversee day-to-day operations and special events for AASF and develop human resources, IT, administration, and finance. Special events will include the production and execution of our annual symposium and award ceremony, an important event of our organization celebrating the Asian American pioneers in science, technology, engineering, and leadership.

About AASF:
The Asian American Scholar Forum (AASF) is a nonprofit organization that seeks to provide a national voice and a seat at the table for the Asian American scholar community with the White House, Congress, federal agencies, media, the civil rights space, and the broader general public. Our members are prominent leaders from the National Academies of Engineering, Medicine, and Science, the American Academy of Arts & Sciences, as well as past and current university presidents, provosts, vice provosts, deans, associate deans, department chairs, and recipients of prestigious awards and honors. AASF is a member of the National Council of Asian Pacific Americans, and a Task Force member with the responsibility of helping the Congressionally mandated Commission to Study the Potential Creation of a National Museum of Asian Pacific American History and Culture gather the unique and diverse history, stories, and chronicles of the AANHPIs.

Job Summary:
Working under the supervision of AASF’s Executive Director, the Operations Director will oversee day-to-day operations, as well as events. This includes the planning, execution, and coordination of our annual conference and other significant events. This role requires working closely with the key leaders of the AASF in the conceptualization and ideation of events and initiatives. We are looking for a leader who excels in communication skills with a diverse community of our members, stakeholders, potential donors, and media. The Operations Director will be responsible for human resources, compliance, IT, membership, and administration. The Operations Director will develop and grow the organization’s financial systems in collaboration with the Executive Director and Pro Bono Accountant and assist with major administrative functions of the organization to ensure that AASF meets all 501(c)(3) reporting, payroll, tax, corporate, and other responsibilities.

Position Responsibilities:

Oversee AASF’s smooth processing of administrative functions;
Under the supervision of AASF’s Executive Director and in close collaboration with AASF’s board and committees, fulfill standard roles of an Operations Director in coordinating our finance, human resources, members, compliance, reporting, internal policies and procedures, and other day-to-day operations;
Manage the planning, coordination, and execution of our events such as webinars, meetings, and conferences by closely working with organizing committees, from event planning to detailed logistics, vendor selection, coordination of volunteers, sponsors, media, and other stakeholders;
Under the supervision of AASF’s Executive Director and in close collaboration with AASF’s board and committees, managing a database of memberships, donors, and stakeholders.

Required Qualifications:

Demonstrated management skills and working with a team towards results;
Demonstrated independent-driven work and ability to work on multiple tasks, including openness to working on hands-on work items (i.e. a range of technological applications);
Demonstrated experience with financial management/accounting;
Familiarity with operations context (e.g. reporting, tax, etc.) in the U.S.

AASF is an Equal Opportunity Employer and we maintain a strong interest in our employees’ career development and strive to provide opportunities for growth and education for dedicated members of our team.

Salary: Commensurate with experience.

To Apply:
Interested candidates should submit a resume, cover letter, list of three references, and any relevant portfolio materials demonstrating your experience in day-to-day operations, event planning, production, and finance, as well as your contact information, to info@aasforum.org with the subject line OPERATIONS DIRECTOR APPLICATION.