Operations Coordinator Office of Continuing Education

Boston University•Boston, MA

About The Position

The Operations Coordinator serves as the primary point of contact for visitors, faculty, speakers, and participants in the GSDM's Continuing Education programs. This role is responsible for delivering exceptional customer service while supporting the successful planning, coordination, and execution of continuing education courses for both dental and non-dental professionals. Working collaboratively with the Business Manager and Program Supervisor, the Operations Coordinator ensures the efficient day-to-day operations of the Continuing Education office by managing administrative, financial, and program logistics.

Requirements

Bachelor's degree
Excellent customer service and interpersonal skills with the ability to interact professionally with diverse audiences.
Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities simultaneously.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite
Ability to handle confidential information with professionalism and discretion.
Self-motivated, adaptable, and able to work both independently and collaboratively in a fast-paced environment.

Nice To Haves

Experience with database or registration management systems preferred.
Dental knowledge is preferred but not required.

Responsibilities

Serve as the first point of contact by answering phone calls, greeting visitors, and responding promptly to email and verbal inquiries.
Provide accurate information and direct inquiries to the appropriate staff, ensuring timely resolution of participant and stakeholder needs.
Process participant registrations, payments, and required documentation while maintaining accurate records and adhering to established data entry and filing procedures.
Prepare, organize, and distribute course materials, including participant rosters, sign-in sheets, evaluations, certificates, speaker agreements, name badges, and course packets.
Coordinate catering and other logistical arrangements for continuing education programs and special events.
Process and reconcile departmental financial transactions, including catering expenses, travel reimbursements, refunds, honoraria, and other operational expenditures.
Maintain office supply inventory and ensure the Continuing Education office is fully stocked and organized.
Assist with the planning and execution of educational programs, ensuring a high-quality experience for participants, faculty, and guests.
Assist with marketing and promotional efforts for Continuing Education programs, including coordinating communications, updating promotional materials, supporting email campaigns, and helping increase program awareness and enrollment
Support departmental projects and initiatives as assigned by the Business Manager.
Provide operational support during occasional evenings and weekends for course delivery and events, with limited travel as needed.