Program Coordinator II

Texas A&M University System • College Station, TX

7d • $45,000 - $60,000

About The Position

Texas A&M University’s Mays Business School is a vibrant learning organization of more than 175 faculty members, 125 staff members, and 6,400 undergraduate and graduate students in accounting, finance, management, management information systems, marketing, and supply chain management. Mays Business School’s vision is to advance the world’s prosperity. To advance the world’s prosperity means providing a better future for generations who follow, including quality of life, environment, and economic systems. To fulfill this vision, our mission is to be a vibrant learning organization that creates impactful knowledge and develops transformational leaders. The Center for Executive Development (CED) at Mays Business School strives to provide fully custom executive education programs that cultivate ethical leaders. Embodying the Texas A&M traditions of excellence, integrity, leadership, loyalty, respect and selfless service, the staff at the CED welcomes the on-going dialog with clients to develop a tailored set of executive courses to meet their objectives. It is the CED’s mission to educate and empower transformational leaders for a global society. Program Coordinator II is responsible for working collaboratively with leadership to plan, develop, administrate, and implement quality programs to effectively meet participant needs, as well as the objectives of CED and Mays Business. They work closely with client stakeholders to ensure that the program goals are met or exceeded.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• Four years' experience in project management, event coordination, program administration, or closely related experience.
• Ability to manage multiple projects under timelines.
• Strong organizational and time management skills.
• Must adapt rapidly to changing situations or last-minute challenges.
• Strong knowledge of spreadsheet, database and presentation skills.
• Ability to work in a fast paced, multi-dimensional work environment with a high degree of professionalism, accuracy and consistency.
• Must be able to communicate effectively and professionally with industry professionals.

Nice To Haves

• Experience with Microsoft Office Suite, Adobe Creative Suite, registration software, HubSpot, Monday.com, Canva.
• Five or more years of experience in project management and event coordination.
• Supervisory experience.
• Experience working with high-level executives and industry professionals.

Responsibilities

• Program Coordination Primarily responsible for coordination of designated CED programs.
• Serves as primary point of contact for vendors, participants, and faculty.
• Coordinates dates and hours of programs in conjunction with other programs offered through CED.
• Direct or assists with logistical activities to promote the success of programs.
• Verifies program expenses are in line with projected budget and determine reasons for over/under budget.
• Submits compensation approval memo requests and compensation payment requests to CED business office.
• Assists in establishing short- and long-term goals and strategic planning for the director's client portfolio.
• Strategically plan programs in coordination with other team members.
• Collaborate with Program Directors to create programs for new clients and expanded programs for returning clients.
• Develops and maintains relationships with stakeholders including clients, faculty, outside vendors, and Center staff.
• Reserves hotel rooms for participants.
• Using a Customer Relationship Management tool (CRM), creates forms, portals, populations, fields, prompts, event templates, and set up rule automations, as needed.
• Adheres to security protocols and accesses standards and criteria.
• Attends and participates in meetings and discussions for the innovation and improvement of the CRM.
• Participant Coordination & Team Coordination Schedules participant transportation back and forth from the venue each day.
• Arranges and implements orientation and group banquets at different locations.
• Arranges catering of meals to include lunches and some dinners.
• Schedules group pictures.
• Builds and implements program orientation, including speaking at the orientation.
• Is prepared to assist in other programs as needed.
• Coordinates with Administrative Coordinators/Executive Assistant for ordering supplies for CED, such as materials, cases, certificate plaques, promotional items, coffee, sodas, cups, napkins, paper, notebooks, dividers, snacks, etc.
• Develop and updates training materials and deliver training for program coordination.
• Trains student workers.
• Assign projects to student workers.
• Performs other duties as assigned.
• Instructor Coordination Coordinates curriculum and class schedules with faculty and staff.
• Ensures adequacy of presentation materials.
• Ensures the availability of necessary training aids and assembly of training notebooks and related materials.
• Program Follow-Up Provides timely written feedback to all presenters to assist them in reaching objectives and maintaining quality programs.
• Communicate with participants about pros and cons of seminar.
• Responsible for ensuring that programs are delivered within budgets developed for program.
• Any discrepancies between actual and budget are identified and explained to Program Director.

Benefits

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
• Automatic enrollment in the Teacher Retirement System of Texas
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level