Program Coordinator

Job Title: Program Coordinator

Department: Pre-College Programs, Collegiate and Professional Group (CPG)

Reports to: Program Manager, Pre-College Programs

Prepared by: Director of Pre-College

Prepared Date: January 8th, 2024

Context

BrandEd is a successful group of education businesses, including Sotheby’s Institute of Art, The School of The New York Times, City Football Leadership Institute and Condé Nast College. Its mission is to build compelling education programs in partnership with the world’s best brands. The Collegiate and Professional Group (CPG) supports its expansion and plans for growth, by working across schools on the development and delivery of non-MA programs.

The Role / Position Purpose

The Program Coordinator plays an essential role in the preparation and successful delivery of Pre-College programs. Reporting to the Program Manager, the Program Coordinator will support the planning, developing, and execution of the program delivery and will assist in the overall operations of Pre-College, ensuring a well-organized program. In addition to being an administrative function, this role covers a variety of responsibilities in the areas of organization, communication, coordination, student support and pastoral care.

As well as serving as a first point of contact for students and faculty, the coordinator will liaise with administrative departments and work closely with their colleagues to provide a shared and consistent administrative support to students and staff alike.

This is a full-time position which will require on-site support and will include some nights and weekends and other duties as required with reasonable notice provided.

Essential Duties and Responsibilities
The Program Coordinator is expected to perform all the necessary duties outlined for this role. Specific duties and responsibilities include the following but are not exhaustive and other duties may be assigned.

• Work closely with the Program Manager, Pre-College to facilitate the management, coordination, and delivery of Pre-College programs
• Support all operational processes to ensure the smooth execution of programs
• Assist in the planning of events and activities that contribute to the student experience
• Collaborate with cross functional teams including Academics and Content, IT, Payroll, and BrandEd schools as well as shared services, among others
• Support the faculty and contractor (guest speaker) booking, contract and payment processes
• Assist in organizing student and parent virtual pre-orientation sessions, in-person orientation sessions, and closing ceremonies
• Support in the creation and distribution of communications to students and parents
• Support in the maintenance of frontline communications providing information and support to students and families, as well as responding to queries from potential students, as needed
• Support the maintenance of student data[CS1]
• Assist with check-in on the first day of programs
• Book site visits - assisting with ticket and supply purchases for all classroom and co-curricular events which may include site visit tickets, transportation, boxed lunches, and night and weekend events
• Via Canvas (Online Learning Platform) maintain student portals so that students have online access to the timetable, course materials, assessments, set readings, etc.
• Implement technology systems and processes as directed by your line manager
• Actively participate in staff meetings, regularly scheduled program planning meetings, weekly one-on-one meetings with supervisor, and other meetings as assigned
• Assist with distribution of pre-college midterm evaluations
• Supporting other teams and programs as required

Knowledge and Abilities   

The requirements listed below are representative of the knowledge, skills, and ability necessary to perform this job successfully. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Highly productive, able to work effectively and efficiently on a variety of projects simultaneously and autonomously
• Demonstrated project management skills, especially working across diverse teams and corporate cultures
• Excellent organizational and administrative skills with the ability to anticipate, improvise, and adapt for optimal resolutions: detail-oriented and proactive/self-starter
• Outstanding interpersonal skills/highly collaborative: work well within a team environment to plan, implement, and troubleshoot; as well as maintain composure in stressful situations, make sound judgments, and work under deadline pressure
• Proficient in Microsoft Office: Word, Excel, Outlook, and PowerPoint
• Proficient in/willing to learn the following systems, amongst others:
  1. Canvas Learning Management System
  2. Monday.com
  3. DocuSign electronic signature management systems (or similar)
  4. Survey Monkey
  5. Orah-Student Engagement/Management System

Additionally, the individual must:  

• Demonstrate professionalism and diplomacy in interpersonal relationships
• Support and embrace diversity and inclusiveness
• Comply with regular weekday (Monday-Friday) attendance/availability during core business hours and be available to work on-site in New York City three days per week
• Be willing and available to work additional hours, as needed
• Be willing and available to travel, as needed

Education, Work Experience and/or Licensure  

The Program Coordinator must have a Bachelor’s degree in a relevant field, as well as prior experience with formal or informal youth or continuing education programs.

Must be legally authorized to work in the United States

Physical Demands  

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of their job. Under the ADA, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.  

• Ability to sit, stand, walk, travel up and down stairs, crouch, stoop, and reach.
• Ability to lift up to 25 lbs.
• Ability to travel extensively within the broader New York City area.

Work Environment  

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of a basic office/academic environment.  

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. BrandEd reserves the right to modify this job description in its sole discretion.

BrandEd is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.