Program Coordinator - Mays Business School

Vacancy Information

The Center for Executive Development (CED) at Mays Business School is seeking Program Coordinator I and Program Coordinator II positions.

About the Role

We are looking for a team player who enjoys pitching in wherever needed, embraces new challenges, and contributes to the success of the program. The ideal candidate brings strengths in event management, project coordination, customer service, and hospitality, along with the ability to build meaningful relationships with clients, participants, faculty, vendors, and colleagues.

Responsibilities

• Vendor Coordination – Serves as primary point of contact for vendors. Schedules participant transportation back and forth from the venue each day. Arranges and implements orientation and banquet/program evening events at different locations. Arranges catering of meals to include breakfast, lunch, and some dinners. Schedules group photos. Reserves hotel rooms for participants. Submits all vendor invoices. Is prepared to assist in other programs as needed, which may include some early mornings, evenings, weekends, or overnight travel.
• Program Coordination – Responsible for assisting with coordination of designated CED programs. Coordinates dates and hours of programs in conjunction with other programs offered through CED. Assists with logistical activities to promote the success of programs that are held virtually, in-person, or hybrid. Creates user accounts, trains faculty, and produces programs during virtual sessions. Verifies program expenses are in line with projected budget and determines reasons for over/under budget. Assists with building and implementing program orientation, including speaking at the orientation as needed. Ensures all programs are compliant with safety and health policies and guidelines. Develops and maintains relationships with stakeholders including clients, faculty, outside vendors, and Center staff. Manages training site. Coordinates program logistics in collaboration with other team members 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.
• Operations Coordination – Coordinates with administrative staff to order supplies for CED, such as materials, cases, certificate plaques, promotional items, coffee, sodas, cups, napkins, paper, notebooks, dividers, snacks, etc. Maintains and updates program planning calendar. Assists with coordinating training materials for designated programs. Assists in training student workers. Assists with assigning projects to student workers.
• Instructor Coordination – Assists with coordinating curriculum and class schedules with faculty and staff. Ensures the adequacy of presentation materials. Ensures the availability of necessary training aids and directs the assembly of training notebooks and related materials as needed.
• 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.
• 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.
• Office Assistance– Assists with coordinating executive or prospective student visits, including communication with visitors, arranging tours and meetings. Acts as backup to the Executive Assistant and Administrative Associate if necessary.

Qualifications

• Program Coordinator I: Bachelor’s degree or equivalent combination of education and experience. 2 years of administrative, program/event coordination or related experience. Preferred qualifications include experience with Microsoft Office Suite, Adobe Creative Suite, Registration software. A State of Texas class “C” vehicle operator’s license or ability to obtain within 30 days of employment. Experience communicating effectively and professionally with industry professionals. Experience in hospitality, catering, and/or customer service. Experience organizing multiple calendars with multiple timelines. Knowledge, Skills, and Abilities: Ability to manage multiple projects under timelines. Strong organizational and time management skills. Strong people skills, excellent verbal and written communication skills, and attention to detail are sought. Strong knowledge of word processing, spreadsheet, database and presentation skills. Ability to multi-task and work cooperatively with others. Ability to work in a fast paced, multi-dimensional work environment with a high degree of professionalism, accuracy and consistency.
• Program Coordinator II: Bachelor's degree or equivalent combination of education and experience. Four years' experience in project management, event coordination, program administration, or closely related experience. Preferred qualifications include 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. Knowledge, Skills, and Abilities: 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.

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. Up to 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. 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. Living Well, a program at Texas A&M that has been built by employees, for employees.