Program Coordinator - Cuban Heritage Collection Academic and Community Programs

University of Miami•Coral Gables, FL

4d•Onsite

About The Position

Reporting to the Cuban Heritage Collection Academic and Community Programs Manager, and under the program leadership of the Director of Academic Programs, the Academic and Community Programs Coordinator supports the planning, coordination, and administrative implementation of the Cuban Heritage Collection’s academic programs and public initiatives, while also contributing to their strategic communication and outreach. The Coordinator supports a diverse portfolio including endowed fellowships and artist residencies, research grants, the Seminar in Cuban and Cuban Diaspora Studies, the biennial New Directions in Cuban Studies conference, oral history initiatives, community-focused public events, and other programs under development. In this role, the Coordinator plays a key role in supporting program operations, such as scheduling, documentation, participant support, and financial and logistical workflows, ensuring programs run smoothly from planning through execution. The Coordinator also advances the Collection’s visibility and engagement by managing digital outreach efforts, including a newsletter, social media accounts, and blog. Additionally, the Coordinator supports program assessment and reporting needs and ensures the timely processing of honoraria, reimbursements, and vendor payments.

Requirements

High school diploma. Bachelor's degree preferred.
Minimum 1 year administrative or equivalent office experience (including internships) in a professional, library, or non-profit environment.
Excellent bilingual (English/Spanish) interpersonal, oral, and written communication skills.
Proven experience in social media content management and digital outreach; basic graphic design skills preferred.
Demonstrated interest in or knowledge of the history and culture of Cuba and its diaspora.
Exceptional organizational skills and attention to detail, with the ability to manage administrative tasks (such as financial processing and logistics) alongside creative projects.
Ability to work effectively within a diverse community and represent the Cuban Heritage Collection professionally to all internal and external stakeholders.

Nice To Haves

Familiarity with the functions of academic libraries or research archives is preferred

Responsibilities

Supports the planning, coordination, and day-to-day administration of CHC academic programs, fellowships, conferences, oral history initiatives, and public programs, ensuring smooth workflows from planning through execution.
Manages and tracks administrative tasks related to fellowship disbursements, including the timely processing of honoraria payments, travel reimbursements, vendor invoices, purchase requests, and other program-related expenditures.
Coordinates end-to-end physical and virtual logistics for CHC events and conferences, including scheduling, space reservations, travel coordination, and coordination with internal and external partners.
Provides administrative support for fellowship programs, artist residencies, and short-term grants, coordinating application/review cycles, maintaining program documentation, supporting selection processes, and preparing onboarding and reporting materials.
Acts as the administrative contact for the CHC Academic Advisory Committee, managing meeting schedules, preparing agendas, and taking notes, tracking action items, and supporting follow-up communications and documentation.
Assists with collecting participation data, maintaining program records, and supporting internal reporting and grant documentation needs.
Contributes to the day-to-day management of the CHC’s social media presence and blog, creating content that highlights the Collection’s holdings, programs, and academic milestones in alignment with program schedules and institutional priorities.
Assists with the preparation and distribution of the newsletter, Pregones, in collaboration with departmental colleagues and the Libraries’ Creative team.
Assists in the delivery of marketing strategies developed by the Program Manager, Creative, and Community Relations & Events teams to publicize events and increase community awareness of the Collection, including drafting promotional text, coordinating timelines, and maintaining outreach calendars.
Provides daily task supervision for student assistant assigned to communications and marketing activities, including training, task delegation, and quality control.