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Job Description Summary
The Program Coordinator will support the functions of the Center for Social Impact Strategy (CSIS). The Center is a research and action organization based at the School of Social Policy and Practice. The Center supports research initiatives, online education, residential programs, and campus events for individuals interested in social impact.
Under the direction of the Managing Director, Faculty Director, and Program Manager, the Program Coordinator will implement aspects of the Center’s online, on-campus, and residential programs. The Program Coordinator will enact project goals, budgets, and coordinate communications and work among a team of CSIS staff, part-time instructors, student interns, and vendors that will work together to enact the educational mission of each project.
The coordinator will have a portfolio of projects that relate to online and residential educational programs, including but not limited to CSIS’s online Executive Programs and Impact House program, doctoral fellows’ program, and other educational initiatives. CSIS currently has five executive programs, lasting four-to-eight months each, includes 20-150 students, and ~$900,000 budget each; five off-site week-long residential programs featuring 18-30 students with roughly ~$100,000 budget each; and three massive open online classes featuring more than 10,000 learners each. We refer to each Impact House and Executive Program, or the development of an online class offering, as a project. Associated with each project is its own recruitment and admissions cycle and educational team, comprised of part- and full-time instructional and logistics staff.
The functions include assisting in the day-to-day activities of the Center’s programs including planning events of varying sizes, and tracking budgets and payments for all the programs. This role will include administrative support duties such as booking travel; managing volunteers and student interns; facilitating program applicants’ smooth transition between recruitment, application, decision, and student status; preparing reports; responding to inquiries; and managing data organization for the contact management system.
Occasional travel and evening/weekend work are required. This is a 24-month term position and renewable based on availability of grant funding.
Job Description
Job Responsibilities
- Provide direct administrative coordination for online and residential programs, including admissions processes, communications, enrollment, course creation, program evaluation, data management and community coordination, financial tracking and reimbursement submission, travel and reimbursement, and email and phone communications with students, vendors, and consultants. Facilitate program applicants’ smooth transition between recruitment, application, decision, and student status. Work collaboratively with the rest of the team to implement all aspects of educational programs. Meet weekly, and as needed, with CSIS Directors and Managers to keep them up to date on progress and to seek approval for changes to budget or agenda
- Coordinate the day-to-day activities of the Center, including financial record keeping, data management and administrative work. Plan events of varying sizes, and track budgets and payments for all the programs and events. Book travel, manage volunteers and student interns; prepare reports; manage email communications with external and internal partners; and data organization for the contact management system. With approval from Center leadership, establish agreements with vendors; ensure timely payment of consultants; process and track reimbursements; produce project reports against financial and recruitment goals. Serve as the first point of contact for faculty, students, staff, team members, and other internal and external partners and stakeholders regarding questions, issues, and/or concerns; and address and resolve them as needed. Escalate more complex matters to team leadership as needed; support the development and implementation of solutions.
- Coordinate the development and delivery of new curriculum, including helping new instructors navigate between syllabus development, production studio (for online instruction), or on-campus or residential learning environment; ensuring that the intended sets of educational materials for students are delivered faithfully via the agreed delivery mechanism, and developing new systems for educational delivery as needed. Collaborate with the Directors, Managers, and/or Instructors to create and implement new programs in ways that are sensible for our students and replicable by CSIS staff in future years. This work will include assisting with and supporting better processes for: enrollment, orientation, learning, coordination of four day on-campus immersion experience for executive certificate participants, and accounting for certificate completion. Assess current processes, make recommendations for increased efficiency and effectiveness, implementing as requested by Center leaders, train relevant team members on processes.
- Coordinate and support the implementation of new LMS, learning assets, and other systems/programs/applications in response to changes in technology, University rules, program/student needs, etc. Communicate with the team and students to gather information on technical needs and to develop a scope of work and RFP for a vendor; review vendor proposals make hiring recommendation to the team. Under general supervision, ensure work is completed as per contract and on time, escalating issues/problems to leadership as needed. Coordinate and facilitate the transition to the new system, including training, developing new SOPs, manuals, and doing any technical work required to make the switch.
- Perform additional duties as assigned, including participation in convocation and graduation ceremonies as needed
Qualifications
- High School diploma/GED and 5 to 7 years of experience, or equivalent combination of relevant education and experience, are required; Bachelor’s degree and 3-5 years of experience strongly preferred. Demonstrated ability to: organize tasks and set priorities, multi-task competently, take initiative and assume responsibility for support functions work in small office environment with team approach, handle confidential information; strong verbal and written communication skills and strong interpersonal skills; computer expertise including entire MS Office suite, spreadsheet and database, networked computer environment; able to work accurately under pressure; knowledge of PENN systems a plus; creative thinking and dedication to tasks; and enjoys working as part of a fast paced team environment. Knowledge of design software a plus.
Pay Range
$20.45 – $30.00 Hourly Rate
Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.