Sr. Program Coordinator

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The University of Miami School of Communication has an exciting opportunity for a full time Sr. Program Coordinator to work in Coral Gables, FL.

Reporting to the Chair of an academic department, with a dotted-line reporting relationship to the Director, Business Operations, the Sr. Program Coordinator oversees operations for a department of the School of Communication.

Core responsibilities:

Program Coordination:

• Assists with managing the department and UMTV budgets by monitoring expenditures and orienting the chair monthly and as needed.
• Processes department and UMTV expenditures and coordinates with the school's business office.
• Works with other areas of the school (marketing, internships, etc.) to increase department visibility.
• Assists with faculty recruitment, reappointment, promotion and tenure, and hiring and processing of payroll for part-time faculty and student workers.
• Works proactively in collaboration with a team that includes professors, school administration and staff in support of department and school goals.
• Serves as a liaison in support of faculty and students.
• Serves as main point of contact for students on administrative matters and assists with inquiries including but not limited to general program information, registration forms, internships, and student organizations.
• Trains and supervises work studies on office needs, procedures and processes including outreach, event management and support for chair and faculty when needed.
• Onboards new fulltime faculty and works with chair to ensure they have support to learn about school and university resources and processes.
• Onboards new part-time faculty and works with associate chair to ensure they have support to learn about school and university resources and processes.
• Coordinates logistics for department events and activities, liaising with the school staff team.
• Coordinates meetings with faculty, students, and community groups. Takes minutes when required in faculty meetings.
• Coordinates guest visits, including but not limited to, guest speakers, visiting scholars and visiting faculty.
• Supports department communications, including email, posters, and social media.
• Identifies new needs and emerging issues and develops new programs, initiatives, and resources.

Administrative Support:

• Maintains office space and ensures visitors are attended to.
• Maintains supplies, technological repairs, facilities requests, and service requests.
• Orients faculty in the preparation of travel arrangements. Ensures compliance with applicable University policies and procedures.
• Handles purchasing, reimbursement, credit card and interdepartmental transactions for the department, faculty, and students.
• Serves as the departmental liaison with facilities administration and housekeeping to ensure that departmental facilities are appropriately maintained.
• Orients and supports department faculty and the business office on external grant applications when needed.

Department specific functions:

• Hiring and payroll processing for fulltime and parttime faculty.
• Reconciliation of budget.
• Hiring and payroll for part-time faculty each semester.
• Hiring, processing and purchasing out of new faculty startup funds.
• Orientation and operational support for full-time faculty, including travel, grant applications, occasional work study support, etc.
• Coordinating large-scale department initiatives, including High School Journalism Summer Workshop, Podcasting Workshop, Research Symposia, Lecture Series and others that are under development.
• Managing department magazine/digital subscriptions. Assisting with department student organizations. Assisting with academic assessment.
• Other duties as assigned.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Core

Qualifications:

• High School degree required, bachelor's degree preferred
• Minimum 3 years of relevant experience required, 5+ years preferred
• Excellent customer service, communications (verbal/written), and interpersonal skills required
• Knowledge of business and management principles
• Ability to direct, manage, implement, and evaluate department operations
• Ability to establish department goals, and objectives that support the strategic plan
• Ability to effectively plan, delegate and/or supervise the work of others
• Ability to lead, motivate, develop, and train others
• Ability to adapt to new and evolving school and university procedures and practices
• Experience in marketing, graphic designs, eCommunication, etc., or ability to oversee student workers with these skills.
• Microsoft Office to include Word, Excel, and PowerPoint.

Any relevant education, certifications and/or work experience may be considered.

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