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Job Description Job Summary: The Academic Programming Coordinator supports the planning and delivery of a wide range of academic and non-degree programming, including faculty-led academic conferences, book talks, panels, certificate programs, and Professional & Lifelong Learning (PLL) offerings across the academic year, January term, and summer sessions. This role is responsible for coordinating program logistics, supporting faculty and participants, and ensuring seamless execution of both in-person and virtual programs. The Coordinator plays a key role in delivering a high-quality participant experience while maintaining operational excellence and attention to detail. The position also serves as backup administrative support for teams within the Dean’s Office and Academic Affairs. Essential Responsibilities: (other duties may be assigned) Program & Event Planning and Delivery • Coordinate and support academic programming requested by faculty, including conferences, lectures, panels, and related events. • Assist in the planning and execution of PLL, Summer Language Program (SLP), and other non-degree and certificate programs. • Prepare, print, assemble, and distribute program materials with strong attention to detail. • Manage logistics for on-campus, online, and off-site programs, including shipping materials and preparing packing lists. • Support day-of program delivery, both in person and virtually (e.g., Zoom or online platforms). • Facilitate live online sessions, including breakout rooms, polls, attendance tracking, and participant engagement. • Coordinate experiential learning activities, team exercises, and special events. • Maintain inventory of program materials and ensure readiness for upcoming programs. • Anticipate and troubleshoot issues during program delivery; provide real-time support to faculty and participants. Faculty & Stakeholder Coordination • Work closely with faculty to confirm session details, materials, and classroom or technology needs. • Serve as a primary point of contact for faculty and participants before, during, and after programs. • Collaborate with internal departments (e.g., IT/AV, media services, operations, catering, facilities) to ensure smooth program execution. • Partner with cross-functional teams including Enrollment, Finance, Client Services, and Program Directors. Participant Experience & Customer Service • Deliver high-quality customer service to a diverse, often international participant population. • Communicate clearly and professionally via email, phone, and live sessions. • Manage registrations, payment coordination, and participant inquiries. • Provide program orientations and welcome remarks. • Support participant engagement and enhance the overall learning experience. Administrative & Operational Support • Maintain program schedules, participant records, evaluations, and faculty materials. • Build and manage participant-facing program websites. • Track enrollment, cancellations, and program data using systems such as Salesforce. • Process and monitor program-related expenses and purchases. • Contribute to process improvements and operational efficiencies. • Provide backup administrative support to Dean’s Office and Academic Affairs teams as needed. • Supervise temporary staff when applicable.