Program Specialist, OLLI

University of Denver•Quinte West, ON

2d•$58,000 - $65,000•Hybrid

About The Position

The Program Specialist oversees member programs and events, manages communications with facilitators, supports facilitator recruitment and retention, and fosters member engagement to enhance experiences, grow membership, and improve retention across all OLLI locations. This role combines event coordination, communications, and hands-on site support. Reporting to the Director of Programming, the Program Specialist manages webinar series, field trips, Lunch & Learns, member events, and on-site operations. This position requires strong organizational and communication skills and a commitment to cultivating an engaged and growing membership.

Requirements

Bachelor’s degree or equivalent training and experience
3–5 years of experience in program coordination, event management, communications, or related field
Experience with email communications platforms
Demonstrated strong interpersonal, verbal, and written communication skills enabling clear, professional interaction with a variety of audiences and colleagues
Strong organizational and program management skills with ability to manage multiple events and deadlines
Excellent interpersonal skills with ability to engage stakeholders including members, facilitators, volunteers, and facility managers
Strong verbal and written communication skills with experience creating newsletters or other marketing communications
Experience coordinating events, webinars, or programs, including speaker recruitment and logistics
Ability to work effectively with volunteers and committees; strong customer service orientation with commitment to inclusive member experiences
Strong problem-solving skills with flexibility to handle changing priorities
Technical proficiency with Microsoft Office Suite, email marketing platforms, webinar tools (Zoom), and database systems
Proven ability to effectively use AI-powered tools to streamline workflows, generate insights, and support program delivery
Enthusiasm for lifelong learning and working with adult learners aged 50 and older

Nice To Haves

Experience in nonprofit, education, or membership-based organizations
Experience coordinating webinars or virtual events
Experience working with volunteers or committees
Familiarity with adult education or senior programs

Responsibilities

Coordinate all webinar series including Summer Shorts, Fall Recess, and Friday STEM, including speaker recruitment and communication, scheduling, technical setup, and follow-up
Organize Lunch & Learns across all sites and terms, recruiting speakers, coordinating schedules, and managing event logistics
Plan and execute monthly member field trips, working with Membership Committee volunteers to identify locations, manage logistics, event costs, and participant coordination
Oversee and assess course preview events, open houses, and site activities; develop and implement strategies to promote programs and engage prospective members
Develop and curate facilitator newsletter content, collaborate with facilitators to gather feedback and contributions, and submit finalized content for design and distribution
Provide program content for weekly member newsletter and event descriptions for marketing flyers; submit to the Digital Communications and Specialist
Produce and distribute weekly class announcements
Assist the Director of Programming with facilitator recruitment, training, recognition, and retention, including planning of facilitator-specific events
Provide administrative and organizational support to the Membership Committee to advance initiatives that foster community, improve member experience, and drive membership growth and retention
Oversee Shared Interest Groups (SIGs), supporting existing groups, vetting new suggestions, and fostering member-led programming
Serve as on-site Specialist approximately three days per week during terms, overseeing facility access, AV and room setup, welcome table preparation, coffee service as applicable, facilitator support, member greeting, and end-of-day cleanup; conduct brief check-ins during sessions to ensure smooth operations and class quality
Manage Qualtrics course survey process including setup, distribution to course participants, and data summarization; share results with Director of Programming
Provide backup support for office phone, email, and website inquiries; assist with course registration during high-volume periods
Build rapport with members and facilitators on-site, proactively addressing questions and troubleshooting issues