Academic Program Services Events & Program Coordinator

ACADEMIC PROGRAM SERVICES EVENTS AND PROGRAM COORDINATOR

Classification: Level 1 / Class Code 2020 / Non-Exempt / Full-Time / Represented

Anticipated Hiring Salary Range: $30.00 - $32.14 per hour (commensurate with qualifications)

Under the direction of the Deputy Director of Academic Program Services and in collaboration with the Director of Academic Program Services, the APS Events and Program Coordinator is responsible for providing operational, program and administrative support to the faculty, faculty‑led research and other programmatic centers including general support to the academic program. The APS Events and Program Coordinator will demonstrate excellent customer skills, possess superior organization and technical skills, and maintain impeccable attention to detail.

The incumbent will be capable of managing multiple deadlines and priorities and is comfortable working in a fast‑paced environment both independently and as a team player. This role requires overtime, including some evenings or weekends, to meet critical project deadlines and support event responsibilities.

The APS Events and Program Coordinator will provide general administrative and programming support, including but not limited to:

• Act as the point of contact for all faculty‑led center and program events.
• In coordination with the APS team, coordinate faculty center or program events including publicity, event logistics, event budget, developing materials, managing webpage and registration, and processing travel arrangements and reimbursements.
• Undertakes other general administrative duties and assists with special projects related to centers and programs.
• Maintains department/academic program webpage.
• Manage MCLE compliance for faculty‑led center and program events.
• Provide back‑up administrative support to faculty during exam production periods.

Under the direction of the Faculty Events Planner.

• Assist Faculty Events Planner on faculty hosted events such as colloquiums, conferences, symposiums or receptions. This includes publicity, event set‑up, tear‑down and day‑of support, developing and printing event materials, managing webpage and registration, and processing travel reimbursements.
• Reconcile and submit event‑related invoices for payment or reimbursement.
• Assist with data collection, data maintenance and reporting.
• Maintains department/academic program webpage.
• Support MCLE re‑application process and record keeping.

• Provide administrative and day‑to‑day operational support of Academic Program Services through the Provost & Academic Dean’s Office such as data collection, analysis and reporting, event and space planning support and other special projects.
• Provide support to monthly faculty meetings including setting up logistics, creating and distributing meeting materials, taking meeting minutes and providing technical support, as needed.
• Assist with confidential faculty and student matters, contracts/appointments and other related projects and tasks.
• Provide front‑office coverage and support, as needed.
• Special projects, duties and tasks, as assigned.

EDUCATION AND EXPERIENCE

• Bachelor’s degree preferred.
• Minimum of three years of related work experience in an Administrative or Program Coordinator or Assistant role with increasing levels of responsibility.

• Excellent communications skills. Must be comfortable interacting with various constituents including external community.
• Excellent writing skills, with high attention to detail, accuracy, and presentation quality.
• Excellent administrative and office support skills; ability to move and learn quickly in a fast‑paced environment and meet multiple deadlines effectively with good judgment regarding project prioritization and time management; must be punctual.
• Event planning and coordination experience.
• Advanced skills in Microsoft Office Excel, Word, and PowerPoint; familiarity with social media tools; comfortable using or learning a variety of online…