Program Coordinator, MA in Public Leadership

University of San Francisco•Washington, DC

1d•Hybrid

About The Position

The Program Coordinator is responsible for coordinating the operational administration of the MA in Public Leadership program, based in Washington, DC. Under the general supervision of the Administrative Director and Associate Director, the Program Coordinator ensures the efficient operation of the graduate program, coordinates marketing and communications, and provides academic and student support. In collaboration with the Administrative Director and Associate Director, the Coordinator exercises discretion and independent judgment in managing program operations, prioritizing tasks, and resolving operational issues. They will also maintain, improve and create new program initiatives. Plan and execute and facilitate when needed, a variety of events, orientations, meetings, field trips, and off-campus programs to promote the program and to build external partnerships. Plan and manage onboarding and engagement efforts for new and continuing students. Manage and coordinate the operations and administration of ongoing programs, initiatives, and special projects. Provide operational and instructional support to faculty and staff as needed. Act as a resource person/liaison between and among faculty, students, and the University community, as well as members of the public. Modify and create new procedures to increase efficiency, maintain confidentiality, or work flow using knowledge of operations and creative problem-solving techniques. Coordinate scheduling, travel logistics, and expense reporting for the Administrative Director. Coordinate day-to-day administrative operations of the program, including organization and maintenance of program records and documentation. Oversee day-of operations at on and off-campus events and meetings, and troubleshoot operational issues. Manages budget resources for in-person events, including for intersession weekends and alumni events. Manage purchasing and tracking of supplies, including promotional and instructional materials. Track, process, and reconcile expenses, monitor spending trends, and prepare budget summaries and projections for review. Maintain and create accurate financial documentation and identify discrepancies. Coordinate travel expense reporting for part-time faculty members, either by supporting their onboarding into Concur or by assuming the delegate role in Concur on their behalf. With the Associate Director, lead and coordinate marketing for the program, including the creating and dissemination of marketing materials, media releases, and social media posts, reviewing marketing analytics to assess engagement and inform future outreach strategies. Work with the university's Office of Marketing and Communications and the Office of Graduate Admissions to keep the program's website up to date and to ensure compliance with university's web policies and guidelines. Lead and calendar the program’s communications, including emails, social media requests, phone calls, etc. Respond to requests for information from prospective students, media, and potential donors. Utilize the program’s contact management system. Serve as primary point of contact for operational and program-related inquiries from students, families, faculty, and campus partners, exercising independent judgment in resolving routine issues and forwarding requests appropriately when necessary. Coordinate activities pertaining to the Certificate in Public Leadership program. Participate in the application review process as a reader and make admission recommendations to the Administrative Director and Associate Director. Plan and lead info sessions for prospective students. Coordinate hiring, management, and administrative oversight of student interns and federal work-studies. Assist the Associate Director with issues pertaining to enrollment, tuition payments, GI Bill, administration, etc. Act as the veterans liaison and advise current and prospective students inquiring about financial aid, veterans education benefits, scholarships, and curricular requirements. Coordinate submission of proposals for new and updated courses in Curriculog. Assist with compliance with state authorization requirements for online learning. Collaborate with the Academic Affairs office on submission of applications and renewals to designated states. Assist with the logistics and staffing of seminars and other public events. Lead and manage support to faculty with use of university systems, particularly online teaching tools. Handle confidential, sensitive materials relating to faculty, students, and other issues. Attend meetings in the Associate Director or Administrative Director's absence. Performs additional duties as assigned.

Requirements

Bachelor’s degree required
Three to five years of relevant experience in higher education administration, program operations, or related field
Demonstrated ability to exercise independent judgement, manage complex workflows, and prioritize competing deadlines
Ability to independently analyze, define problems, plan, problem-solve, and recommend and implement new/changes to procedures
Advanced experience working with computer database systems, word processing and spreadsheet software and demonstrated ability to use technology to streamline operations
Excellent oral and written communication skills
Excellent organizational skills and attention to detail
Able to interact with faculty, students, staff and the public with tact, discretion, and courtesy and contribute to a professional environment
Must have, or quickly develop, an understanding of academic policy and administrative operations
Ability to travel to recruitment fairs, intersessional weekends, and other programmatic events
Ability to work in the evenings and weekends if required to service graduate student events
Primarily remote position with required travel to San Francisco and Washington, DC on a quarterly basis, based on programmatic needs
Must demonstrate a strong equity lens, cultural humility, and proven ability to work well in a diverse context
Understanding and commitment to USF’s mission, vision, and values

Nice To Haves

Master’s degree preferred
Ability to use desktop publishing software and equipment to design and produce high-quality publications preferred
Experience supervising staff is a plus
Experience working with confidential and sensitive information preferred

Responsibilities

Coordinate the operational administration of the MA in Public Leadership program
Ensure the efficient operation of the graduate program
Coordinate marketing and communications
Provide academic and student support
Exercise discretion and independent judgment in managing program operations, prioritizing tasks, and resolving operational issues
Maintain, improve and create new program initiatives
Plan and execute and facilitate when needed, a variety of events, orientations, meetings, field trips, and off-campus programs to promote the program and to build external partnerships
Plan and manage onboarding and engagement efforts for new and continuing students
Manage and coordinate the operations and administration of ongoing programs, initiatives, and special projects
Provide operational and instructional support to faculty and staff as needed
Act as a resource person/liaison between and among faculty, students, and the University community, as well as members of the public
Modify and create new procedures to increase efficiency, maintain confidentiality, or work flow using knowledge of operations and creative problem-solving techniques
Coordinate scheduling, travel logistics, and expense reporting for the Administrative Director
Coordinate day-to-day administrative operations of the program, including organization and maintenance of program records and documentation
Oversee day-of operations at on and off-campus events and meetings, and troubleshoot operational issues
Manages budget resources for in-person events, including for intersession weekends and alumni events
Manage purchasing and tracking of supplies, including promotional and instructional materials
Track, process, and reconcile expenses, monitor spending trends, and prepare budget summaries and projections for review
Maintain and create accurate financial documentation and identify discrepancies
Coordinate travel expense reporting for part-time faculty members, either by supporting their onboarding into Concur or by assuming the delegate role in Concur on their behalf
Lead and coordinate marketing for the program, including the creating and dissemination of marketing materials, media releases, and social media posts, reviewing marketing analytics to assess engagement and inform future outreach strategies
Work with the university's Office of Marketing and Communications and the Office of Graduate Admissions to keep the program's website up to date and to ensure compliance with university's web policies and guidelines
Lead and calendar the program’s communications, including emails, social media requests, phone calls, etc.
Respond to requests for information from prospective students, media, and potential donors
Utilize the program’s contact management system
Serve as primary point of contact for operational and program-related inquiries from students, families, faculty, and campus partners, exercising independent judgment in resolving routine issues and forwarding requests appropriately when necessary
Coordinate activities pertaining to the Certificate in Public Leadership program
Participate in the application review process as a reader and make admission recommendations to the Administrative Director and Associate Director
Plan and lead info sessions for prospective students
Coordinate hiring, management, and administrative oversight of student interns and federal work-studies
Assist the Associate Director with issues pertaining to enrollment, tuition payments, GI Bill, administration, etc.
Act as the veterans liaison and advise current and prospective students inquiring about financial aid, veterans education benefits, scholarships, and curricular requirements
Coordinate submission of proposals for new and updated courses in Curriculog
Assist with compliance with state authorization requirements for online learning
Collaborate with the Academic Affairs office on submission of applications and renewals to designated states
Assist with the logistics and staffing of seminars and other public events
Lead and manage support to faculty with use of university systems, particularly online teaching tools
Handle confidential, sensitive materials relating to faculty, students, and other issues
Attend meetings in the Associate Director or Administrative Director's absence
Performs additional duties as assigned