"Experiential Programs Coordinator"

Job Description

The Experiential Programs Coordinator provides essential operational and logistical support to the Director of Experiential Programs, helping to implement student-centered, high-impact learning experiences at the Whitman School of Management. This role supports the execution of experiential initiatives by coordinating event logistics, managing communications, processing administrative tasks, and ensuring a high level of service to students and partners. The coordinator works both collaboratively and independently, using sound judgment, attention to detail, and initiative to carry out responsibilities effectively. Success in this role requires a strong commitment to student engagement, the ability to manage multiple projects simultaneously, and the follow-through to ensure that programs are delivered smoothly and professionally.

This position is part of a bargaining unit and is represented by the union SEIU, Local 200United.

Qualifications

Education and Experience:

• Bachelor's degree in business, education, or a related field and 2+ years of experience in program coordination, event planning, student services, or administrative support.
• Alternatively, candidate should have 5+ years of experience in program management/coordination required.

Job Specific Qualifications:

Skills and Knowledge:

Required Experience:

• Proven experience coordinating events or programs from planning through execution, with minimal oversight, demonstrating accuracy and attention to detail.
• Experience managing budgets and financial processes, including expense tracking, budget reconciliation, and compliance with institutional policies.
• Strong written and verbal communication skills with the ability to build collaborative relationships with students, faculty, alumni, and external partners.
• Ability to use sound judgment, maintain confidentiality, and solve problems independently.
• Self-starter with a proactive mindset and commitment to continuous improvement.
• Proficiency with Microsoft Office Suite (especially Outlook, Excel, and Word); comfortable learning new systems.
• Experience managing websites, databases, or online communication platforms.

Preferred Experience:

• Experience working in a university setting, especially in roles related to event management, student engagement, or program management.
• Comfort with basic data collection, assessment tools, or storytelling to support program evaluation and improvement.

Responsibilities

Program Coordination:

• Coordinate logistics for events, trips, competitions, and workshops, including space reservations, materials, catering, and AV needs.
• Manage timelines and program calendars to ensure smooth execution and clear timely communication with stakeholders.
• Support program planning by preparing agendas, managing checklists, and tracking action items.
• Coordinate involvement of students, faculty, alumni, and industry partners to ensure meaningful engagement in programs.
• Work with the Director to assess and refine program models, contributing feedback based on execution.
• Assist with data collection, reporting, and storytelling efforts to showcase program impact.

Operations and Administrative:

• Submit disbursement requests, travel authorizations, purchasing card transactions, and expense reports.
• Coordinate travel logistics for programs, including group bookings, itineraries, and reimbursement.
• Maintain and regularly update the Experiential Programs website with current opportunities and resources.
• Organize files, documents, and records related to program operations.
• Support budget tracking and reporting in collaboration with the director.

Student Communication and Engagement:

• Communicate with students to promote programs, answer questions, track participation, assess their experience, and distribute monetary awards as necessary.
• Promote programs through multiple communication channels to drive student engagement.
• Facilitate student participation in programs, ensuring equitable access and promoting hands-on involvement.
• Assist in creating processes for student reflection, self-evaluation, peer evaluation, and/or supervisor evaluation.
• Oversee student employees, including approving timecards and providing guidance as needed.

Additional Duties:

• Participate in school events to represent experiential programs and student opportunities.
• Support school-wide experiential learning events or cross-unit collaborations as needed.