The Program Manager reports to the Director Marketing, Finance, and Operations and coordinates the delivery of custom and open enrollment programs for Executive Education. This position manages the program logistics from design to delivery, and includes administrative support, general clerical support, materials management support as well as general program support. The Program Manger also works on special Executive Education projects provides program onsite assistance as needed.
Program Coordination (70%)
Coordinate the participation of faculty in Executive Education programs, which includes determining faculty availability, sending faculty confirmation letters and materials deadlines reminders as well as arranging hotel reservations, as needed.
Create program briefing documents and program planning documents with key program information and maintain record keeping after leading briefing meetings.
Communicate with individual participants and faculty members regarding program details, as needed.
Coordinate the unique details of individual program needs.
Coordinate the materials and services with vendors, as needed by the program.
Coordinate catering logistics and communicate menu needs to catering providers for programs and events.
Coordinate program technology and audiovisual and/or simulation needs and reserve Audio/Visual needs with OIT.
Coordinate and schedule facilities and classroom set-up for open enrollment and custom programs.
Coordinate program cancellations as needed, including communicating to participants, faculty, catering and other parties/vendors.
Manage program tracks and sales funnels in Destiny One Registration System/CRM System/HubSpot.
Evaluate program delivery and make recommendations for continuous improvement for clients, participants, and faculty.
Create program-planning timeline using Asana and the Master Program Grid on Google Drive and communicate key milestones to Executive Education team.
Support program management team and cover duties for team members in their absences.
Coordinate online learning and/or other software (Zoom) as needed to deliver online programs.
Create Canvas course sites for programs and assist participants in gaining access to Canvas.
Run program delivery by greeting participants, assisting both faculty and participants with their needs, set-up/take down program materials, assisting with breakout room activities/simulations, and monitoring catering
Create calendar holds for faculty/guest speakers, calendar invites for alignment and client meetings
Administrative/Operational Support (20%)
Attend weekly update meetings with supervisor and Exec Ed team meetings as requested.
Confirm faculty pay and create faculty pay documents for programs.
Create requisitions for outside instructors and vendors for all assigned programs.
Reconcile and track all program expenses in the budget.
Process invoices for blanket orders.
Coordinate ordering and inventory management of all office and program supplies.
Send W9s and supplier authorizations to disbursement services, as needed.
Serve as second backup to front desk duties.
Special Projects (10%)
Conduct data collection for a variety of special projects; prepare reports when needed.
Assist with other projects as needed.
** The employer reserves the right to change or assign other duties to this position **
MINIMUM / ESSENTIAL QUALIFICATIONS:
High School Diploma/GED and three years related experience that includes event/project management. Education/courses in a related field may substitute for some experience.
Advanced knowledge of word processing, spreadsheet, and database software in a Windows environment.
Strong written and verbal business communication skills with knowledge of grammar, spelling and punctuation.
PREFERRED QUALIFICATIONS / SELECTION CRITERIA:
Strong attention to detail.
Comfortable and confident communicating with executives and senior leaders (verbal and written).
Experience with project management software.
MS Office experience, including Word, Excel, and PowerPoint.
Google Apps experience.
Experience using online course registration and/or course management systems.
Ability to multi-task priorities, be highly productive, meet deadlines, and work well under pressure.
Ability to work evenings, weekends, and at off-site locations as requested.
Strong organizational, communication and interpersonal skills
Internal Number: 337025
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.