Program Coordinator, MA in Public Leadership

Job Title:

Program Coordinator, MA in Public Leadership

Job Summary:

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.

Full Job Description:

Program and Event Operations

• 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.

Financial and Budget Administration

• 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.

Communications and Marketing

• 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.

Academic and Student Support

• 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.

Minimum Requirements

• Bachelor’s degree required. Master’s degree preferred.

• 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. Ability to use desktop publishing software and equipment to design and produce high-quality publications preferred.

• 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.

• Experience supervising staff is a plus.

• Experience working with confidential and sensitive information preferred.

• 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 and 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.

The University of San Francisco offers a competitive and comprehensive benefits package for eligible faculty, staff, and their families through its 25+ benefits and wellness programs, including medical, dental, vision, childcare subsidy, tuition remission, retirement contributions, and much more.

Full-Time/Part-Time:

Full time

Pay Rate:

Salary

Salary Range :

$72,000-$79,500 annualized; commensurate with experience