The Executive Education and Professional Development office is seeking a Part-Time Program Coordinator to provide administrative and operational support for executive education programs and ensure a smooth, efficient, and high-quality learner experience.
The Program Coordinator will support participants throughout their journey, from application and registration through program delivery and completion. The role will coordinate participant communications, program logistics, scheduling, documentation, attendance, and follow-up, while working closely with faculty, facilitators, internal departments, vendors, and external stakeholders.
The ideal candidate is highly organized, service-oriented, proactive, detail-oriented, and able to work independently within a flexible part-time schedule, with increased engagement required during program delivery periods.
Key Responsibilities
1. Learner Journey & Participant Support
- Support learners from application, registration, and onboarding through program completion and post-program follow-up.
- Respond to participant inquiries and provide timely information regarding program schedules, requirements, logistics, facilities, and other relevant matters.
- Coordinate pre-program communications, including welcome messages, joining instructions, schedules, parking/access information, and program materials.
- Monitor participant needs and proactively identify and resolve issues to ensure a positive learner experience.
- Collect participant feedback and support improvements to the learner experience.
2. Program Delivery & On-Site Coordination
- Provide on-site coordination and operational support during executive education programs, workshops, and events.
- Ensure classrooms and program spaces are prepared before sessions, including seating, materials, signage, name badges, and catering.
- Welcome and register participants and maintain accurate attendance records.
- Support faculty, facilitators, and guest speakers with program-related requirements.
- Address unexpected issues during program delivery and elevate matters when necessary.
3. Program Administration
- Maintain accurate participant records and attendance information.
- Support the preparation and distribution of program materials, certificates, feedback forms, and other learner documentation.
- Assist with post-program evaluations and compilation of participant feedback.
- Maintain program-related records and documentation in accordance with EEPD procedures.
- Support the EEPD team with administrative and operational tasks related to program delivery.
4. Post-Program Support & Engagement
- Follow up with learners after program completion as required.
- Support the distribution of certificates, learning resources, and post-program communications.
5. General EEPD Support
- Provide additional administrative and operational support to the EEPD team during peak periods.
- Support special events, executive meetings, networking activities, and other EEPD initiatives as required.
- Work collaboratively with internal AUS departments, faculty, vendors, and external partners to support successful program delivery.
- Perform other duties related to executive education programs as assigned.
Qualifications & Skills Required
- Bachelor's degree in business administration, education, hospitality, communications, event management, or a related field.
- Previous experience in program coordination, event management, customer service, learner/student services, hospitality, or a similar role.
- Experience working in a professional, educational, corporate, or executive environment is preferred.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills in English.
- Strong customer-service and interpersonal skills.
- Ability to work professionally with senior executives, faculty, facilitators, and diverse groups of participants.
- Proficiency in Microsoft Office and familiarity with digital registration, CRM systems is an advantage.
- Microsoft Office (Word, Excel, PowerPoint)
- Basic use of AI tools for administrative, communication, and content-support tasks
- Oracle Fusion
- Online registration and application systems
- Online forms (JotForm) and survey tools
- Microsoft Teams and virtual meeting platforms
- Data entry, tracking, and basic reporting
- Digital communication and document management
Key Competencies
- Learner/Customer Focus: Demonstrates a strong commitment to providing an excellent participant experience.
- Organization & Attention to Detail: Able to manage multiple tasks, deadlines, and program requirements accurately.
- Communication: Communicates clearly, professionally, and effectively with different stakeholders.
- Problem Solving: Proactively identifies issues and takes appropriate action to resolve them.
- Teamwork & Collaboration: Works effectively with EEPD team, faculty, university departments, and external partners.
- Professionalism: Represents AUS and EEPD in a professional and welcoming manner.
- Adaptability: Able to respond positively and efficiently to changing priorities and last-minute program requirements.
The role may require on-site presence before, during, and immediately after executive education programs, including occasional extended hours depending on program requirements.
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