Program Coordinator

Job Description

Position OverviewThe Haskayne School Of Business is currently seeking a Full-time Limited Term Program Coordinator for approximately 24 months.This is a full-time, limited-term position (term length 2 years) reporting to the Manager, Learning and Development Programs. This position works closely with other members of the Executive Education team as well as with members of the school’s operational units and external partners. Normal hours of work are 8:30am to 4:30pm, with the expectation of some early morning, evening, weekend and overtime work required from time to time. This position is located at the University of Calgary main campus. There will be an occasional need to travel to the downtown University campus and offsite to client meetings and events.The Program Coordinator’s responsibilities include handling the administration and coordination of Executive Education programs and events, providing administrative and delivery support to faculty members, external consultants, and university partners in the execution of executive programming. This role requires continuous interaction and liaison with faculty members, team members, participants, corporate clients, partnering institutions and the general public.Position DescriptionSummary of Key Responsibilities (job functions include but are not limited to): Support various accounting functions such as revenue and expenditure reconciliation and preparation of invoices to clients, records management in compliance with University policy (i.e. retention and destruction) in conjunction with the Business Operations CoordinatorSupport and track payments for supplies, instructional services, and other services in conjunction with the Business Operations CoordinatorPlan and handle multiple projects simultaneously, prioritizing tasks appropriately and setting deadlinesEnsure high impact projects are on schedule, on budget and aligned with Executive Education strategic goalsDevelop and initiate improvements for Executive Education policies and procedures and developing potential solutionsDevelop and maintain strong relationships with all key stakeholders, including team members, staff, suppliers, clients and other target audiences on and off campusMaintain office equipment and supplies as appropriate in conjunction with Program AdministratorBook appropriate facilities and set up appropriate online learning environments as required, based upon program design and/or client contractParticipate in various committees and initiatives within Executive Education and the Haskayne School of BusinessMaintain electronic document filing and maintenanceUpdate and revise program checklists and support workflow´s and job aidsCompare and analyze costing of various supplies (space, catering, program materials etc.) and provide recommendations to the Director and Manager, Learning and Development ProgramsIn conjunction with the Manager, Learning and Development Programs, the Program Coordinator will delegate work to the Student Program Assistant, Program and Marketing Administrator and/or other service providers within the University. In addition, they will be a role model, mentor, and provide direction to othersSupport the maintenance of annual report on non-credit hoursWork with the Director and Manager, Learning and Development Programs to coordinate onboarding and training of new staff on various operational/programming processes, software etc. Possess an understanding of the operations, processes and procedures within the School of Business as well as the larger University, and can utilize the services of different departments in the offering of executive programsBackup support for Program and Marketing Administrator as well as Client Recruitment Coordinator in their absenceAble to effectively coordinate executive programs, make decisions, and perform day-to-day activities with minimal to no supervision, and to ensure that the high quality of these programs is maintained or improvedCollaborate with program design and delivery team to ensure a seamless learning experienceLiaise with the Director and Manager, Learning and Development Programs to ensure that contractual obligations with corporate clients and partner institutions are fully met. Each contract has different requirements that the Coordinator must understand, and they must ensure appropriate processes are in place to ensure complianceSet priorities and deadlines for their own work, as well as those for faculty members, internal team members, and other service providers involvedDevelop a professional relationship with corporate clients, and act as the main point of contact to participants related to administration and logistics and be a champion for Executive Education and the UniversityMonitor program budgets with an eye on both cost control and quality, delivering cost savings through the application of procurement best practices. The incumbent is also responsible for sourcing appropriate vendors and suppliers and negotiating the best price possible. Ensure that all knowledge and information related to the delivery of programs is logically maintained and accessible at all times to other members of the teamEnsure the accuracy (quality control/quality assurance) of printed/digital materials and information that is being supplied to stakeholders (participants, clients, faculty members, etc.). Inaccurate information can have serious repercussions, including the department's inability to meet contractual obligationsResolve problems or disputes that may arise within the programs in a fair and timely manner and within the limits of role's authority. This includes potential problems with internal and external clients, partners, participants, consultants, and vendors. Coordination of operational program components and logistical lead for Executive Education programs which includes, but is not limited to:Arranging program support either face-to-face (cleaning, classroom setup, liaising with onsite coordinator, scheduling support, etc.) or virtually (virtual learning environment setup, calendar bookings, liaising with faculty for virtual session logistics)Ordering catering and ensuring dietary restrictions are met, in alignment with university health and safety standardsLiaising with IT to order course shells in the LMS platform, enrolling participants, building course components as outlined in program design, monitoring discussion boards and providing regular updates to faculty members and Manager, Learning and Development Programs, managing documents, working with faculty members and participants to navigate the LMSFacility sourcing and bookings (i.e. classroom, conference space, virtual learning environment)Supporting the design of instructional and support materials (i.e. workbooks, binder covers, certificates, etc)In alignment with the program budget, assessing program supply needs and working with Student Program Assistant and Program Administrator for orderingCreating communication schedule and program timelines to inform the various stakeholders in conjunction with Manager, Learning and Development ProgramsDrafting faculty contracts as outlined by program budget and in cooperation with the Manager, Learning and Development Programs and the Business Operations CoordinatorCoordinating the program evaluation process in collaboration with the Manager, Learning and Development Programs and Academic DirectorSetup evaluations for distribution (including reminders)Collect evaluations, tabulate responses, and distribute to appropriate stakeholders as necessaryConfirming final registration numbers (via ExecEd registration system or with partner or custom client) and checking if records are consistent across all ExecEd data sourcesDrafting program templates and communications in conjunction with the Manager, Learning and Development Programs and Academic Director (such as session outlines, PowerPoint templates, handouts, workbooks, oversized printing, master schedules, participant and faculty directories, email communications, etc.)Confirming faculty members availability and sending official calendar bookingsCoordinating welcome receptions and graduation ceremonies, both virtually and in person, as requiredObtaining all relevant copyrights and course readingsArranging appropriate A/V and virtual learning supportBasic editing of virtual session recordingsPrinting program related materials including name tags, handouts and binders, as requiredDrafting, printing, and distributing program certificatesCleaning up and re-setting classroom space at the end of each programming day, as requiredFront desk support as neededGeneral administration and coordination support for the faculty members, guest speakers, and industry instructorsProviding direction to Student Support Administrator(s) to arrange for various program related tasks to be completedScheduling, coordinating and occasionally facilitating After Action Program Reviews (internal and external)Ensuring all invoices and contracts are paid and reconciled in conjunction with the Business Operations CoordinatorContribute to the development and implementation of new Executive Education initiatives and assist with the marketing and promotion of these opportunities in conjunction with the marketing team, such as:CRM (Customer relationship management) tool initiatives including updating database, data analysis, data processing, and data miningSupporting with the distribution of email campaigns to specific target audiencesOccasional support with tradeshows in both attendance and providing assistance with setup, takedown etc. Supporting with coordination of information sessions, webinars, and/or eventsIdentifying potential program ambassadors to support with various marketing initiativesDistributing marketing material to program participants during programs and events as necessaryMaintaining and updating Executive Education registration system for programs, including setting up new programs and sections, reviewing participant registrations, and running reports as requiredWorking collaboratively with Executive Education team to maintain and update program brochures and collateralWorking collaboratively within the Executive Education team in the identification of new opportunities and the development of new programsIdentifying and supporting channels to source potential participants such as alumni networks and other Haskayne departmentsPossesses extensive knowledge of Executive Education's mission, values and strategic objectives in the offering of executive development programs to professionals in the local and international business communityQualifications / Requirements:A completed post-secondary education in management, business, marketing or communications is required (an MBA or Masters degree would be considered an asset)A minimum of 5 years of progressive experience related to administration, front-facing customer service or events management is required. The proven ability to effectively navigate large organizations and manage relationships with a diverse range of stakeholders, including clients, faculty members, internal and external partners is requiredExceptional organizational skills including the ability to meet deadlines and discipline in follow-through requiredProblem solving and decision-making skills and proven ability to manage multiple projects effectively with rapidly changing priorities is requiredAn ability to exercise judgment and make independent decisions within established guidelines, program designs, and workflows is requiredThe ability to handle ambiguity and resolve emerging issues with initiative and a collaborative mindset is essentialProven ability to use discretion with confidential material and demonstrate a high level of tactProfessionalism and a strong work ethic, as well as the ability to operate effectively within a dynamic, customer-facing, team environment is requiredPositive and pro-active attitude, including the ability to work as part of a team or independently, and exceptional customer-service mentality is critical to success. Ability to provide leadership and direction to other team members and to faculty members and external consultants as related to program operations and logisticsStrong planning skills and attention to detail is required, as they will deal with multiple projects and shifting prioritiesExcellent written, oral and presentation skills are essential to the positionDemonstrated strengths in event planning and management is requiredFamiliarity with analytics and KPI tracking and reporting is requiredHighly evolved skills with Microsoft Office applications (Word, Excel, PowerPoint) is requiredKnowledge and experience working with learning technology tools such as Microsoft Teams or Zoom is considered an assetKnowledge and expertise of online and social media platforms as LinkedIn is considered an assetKnowledge and expertise with various LMS tools such Desire2Learn (D2L), or Qualtrics is considered an assetKnowledge of University policies, procedures and core business systems, and working with academic faculty is considered an assetExperience working in an adult learning operation or business is considered an assetWillingness and ability to travel locally and to work various shifts and weekends as necessaryApplication Deadline: January 8, 2024We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.Additional InformationThis position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 3 .To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website . For more information visit Careers in the Haskayne School of Business https://business.careers.ucalgary.ca/ .The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.About The University Of CalgaryUCalgary is Canada’s entrepreneurial university, located in Canada’s most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada’s leader in the creation of start-ups . Start something today at the University of Calgary. For more information, visit ucalgary.ca .The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ( [email protected] ) and requests for accommodations can be sent to Human Resources ( [email protected] ).Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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