13470: Program Coordinator

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UNIVERSITY OF OREGON
HUMAN RESOURCES

Program Coordinator - Archive
Academic Extension

Posting: 13470
Location: Eugene
Closes: 2013-11-19

Closes:  November 19, 2013

The UO Academic Extension (AE) seeks applications to fill an Officer of Administration position of Program Coordinator for its Continuing Education division.  This position is fixed term, 1.0 FTE, renewable annually based on performance and funding.  Employment begins December 15, 2013.  Salary is commensurate with experience based on a full time (12 month) salary of $35,000 - $45,000.  Excellent benefits; see http://hr.uoregon.edu/benefits/ for additional information.

General Description of the Position

University of Oregon Academic Extension (AE) facilitates unique learning opportunities, including online courses, professional development workshops and conferences, lifelong learning, and summer session programs.  Working closely with academic partners from across the University of Oregon campus, Academic Extension offers credit and noncredit opportunities to meet the various needs of those in our community.

The successful candidate for Program Coordinator will be responsible for coordinating the fulfillment of one or more educational events including management of work teams and collaboration with clients, identified as parties both within and outside the university.  This position is responsible for planning, coordinating, and implementing multiple credit and non-credit programs.  Current program assignments include but are not limited to Cinema Pacific film festival, Road Scholar programs, Behind the Lens screening seminars, and Mindfulness-Based Stress Reduction workshops.  This position reports to the Program Manager(s) or Associate Director. This position will include evening and weekend hours.  The Program Coordinator will work with other staff/areas within Academic Extension, including Fiscal Services, IT, Facilities, Design and Communications, Registration and Payment Services, and Front Desk, etc.

The Program Coordinator reports to the Program Manager(s) or Associate Director.

Essential functions

Coordinate and manage all aspects of program fulfillment:

  • Project management, team hours and tasks

  • External vendor and client communications

  • Publications production and distribution

  • Pre-program, onsite, and post-activity assessment

Maintain program budgets:

  • Create and maintain self-support and cost-recovery budgets for programs

  • Track expense and income projections

  • Prepare quarterly and annual reports on program income and expenditures

Train and supervise staff, temporary staff, and student workers and interns for:

  • Guest and client customer-service needs

  • Individual project-based needs

  • Customer service phone and email support

  • Use of database and other web-based tools

Participate in strategic planning for the Continuing Education group within Academic Extension:

  • Determining best practices to handle client and program attendee needs from a customer service perspective

  • Developing project management strategies

  • Staff resource and work flow management

Responsible for graphics management:

  • Timeline management for the production of program-related graphics

  • Create and maintain inventory of all graphic production operations

  • Quality control

  • Organize fulfillment of all internal and client graphic requirements

Maintain the highest level of expertise in technological functions used to facilitate program fulfillment:

  • MS Office Suite

  • Social media tools

  • Adobe Acrobat Professional or equivalent software package

  • Web-driven tools

The Program Coordinator works with other staff/areas within Academic Extension, including Fiscal Services, IT, Facilities, Design and Communications, Registration and Payment Services, and Front Desk.

Qualifications

Required:

  • Bachelor's degree from an accredited institution. (May substitute 4 years' experience in University Extension office or practitioner experience in the content area of a specific program.)

  • Superior oral and written communication skills, taking special care in communications with clients, customers and co-workers (phone, email, and face-to-face).

  • Demonstrated ability to prioritize and manage multiple tasks on varying timelines; work independently and in a team environment; manage projects and initiatives; solve problems.

  • Experience with Microsoft Office suite or similar software.

  • Two years' experience coordinating projects or programs for various constituencies.

  • Previous experience with marketing, budgetary oversight, or other aspects of managing educational programs.

  • Demonstrated success in client and vendor relations.

  • Familiarity with Apple/Mac operating system.

  • Must complete a criminal background check.

  • Ability to travel regularly to Portland, Bend, and various sites in Oregon to collaborate with staff at other program sites.

Preferred:

  • Previous practitioner experience in the content area of a specific program.

  • Experience creating and maintaining cost-recovery and/or production budgets.

  • Experience coordinating and implementing festivals or programs in a university setting.

  • Demonstrated ability to deliver program requirements under strict deadlines.

  • Demonstrated ability to exercise independent judgment in the face of multiple competing demands.

The successful candidate will have the ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds.

Application Procedure

To ensure consideration, applications must be received by 5 p.m. on November 19.  Applications will not be accepted after this date.  For full consideration, applicants must submit:

1. A letter of application demonstrating how you meet the qualifications and addressing your interest in the position.

2. A current resume.

3. Contact information for three references.

Electronic PDF submissions are required. The application materials should be packaged as a single PDF file, using the applicant’s last name as the document name, and emailed to aejobs@ce.uoregon.edu with the subject line “Program Coordinator Search.” Incomplete or improperly submitted applications may be excluded from consideration.  This position is subject to a criminal background check.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the Americans with Disabilities Act.