Program Coordinator for Events & Registrations

Stony Brook University•Stony Brook, NY

About The Position

The Osher Lifelong Learning Institute (OLLI) at Stony Brook University provides diverse opportunities for peer-led teaching and learning for retired and semi-retired adults aged 50 and older. The Program Coordinator for Special Events & Registration is responsible for coordinating the planning and execution of OLLI’s special events, trips, and activities. Key responsibilities include organizing guest speakers, preparing event materials, and overseeing digital communications such as weekly newsletters and other email communications to the membership. The Program Coordinator for Special Events & Registration also builds, updates, and troubleshoots the registration system, along with developing and maintaining timelines for registration cycles, special events, and trips. Additional responsibilities include monitoring expenditures and collaborating with internal departments, faculty, staff, and external vendors to ensure smooth program operations. The position provides assistance to, and reports to, the OLLI Head of Programs and Member Relations and works closely with professional and student staff. The ideal candidate is detail-oriented, flexible, and able to adapt to changing priorities in a fast-paced environment. Strong communication and organizational skills, the ability to multitask effectively, and work both independently and collaboratively are essential. The coordinator cultivates positive relationships with members to enhance overall member satisfaction and engagement.

Requirements

Bachelor’s degree (foreign equivalent or higher).
Two [2] years of full-time progressively responsible experience within a customer service setting.
In lieu of a Bachelor's degree. and Associate’s Degree plus four (4) years of full-time progressively responsible experience.
Proficiency working with Google Suite and/or Microsoft Office Suite products.
Customer service experience.

Nice To Haves

Demonstrated experience working and interacting with diverse populations.
Experience creating electronic surveys, capturing responses and creating reports.
Working knowledge of Zoom, Teams, or similar platforms for meeting setup and troubleshooting issues.
Data management experience using Excel, Google Sheets or similar programs.
Experience with design tools (i.e.Canva) and event planning and coordination.

Responsibilities

Plan and coordinate logistics for OLLI special events, trips, and program activities, including guest speaker engagements.
Establish timelines that align with the overall program schedule to ensure smooth coordination of events.
Provide support for all committee meetings as needed, helping to ensure they run smoothly.
Build, troubleshoot, and maintain the registration system each semester, ensuring workshop information and messaging are accurate.
Assist in creating and maintaining semester registration timelines and deadlines.
Administer workshop leader applications, create and update workshop schedules, and generate registration reports.
Assist with data management and budget support by tracking expenses, preparing financial reports and gathering data necessary for decision making to better inform decision making.
Assist the OLLI Head of Programs and Member Relations, OLLI Executive Council, and the Senior Director of Finance and Operations.
Create digital communications, including the weekly newsletter and email notifications, ensuring all member-facing communications are timely, accurate, and engaging.
Coordinate the production of the OLLI Times Magazine, and design Qualtrics forms for events and other program needs, supporting effective communication throughout the program.
Provide member and workshop leader support by offering technical assistance and individual guidance, while engaging with members courteously, empathetically, and professionally across various communication channels.
Build rapport with members to enhance the member experience and support committees by coordinating meetings and activities, ensuring a well-organized and accessible program.
Other duties as assigned as appropriate to rank and department mission.