Program Coordinator (Multiple Positions)

Position Highlights

The OLLI-UA Program Coordinator position plays a vital role in the day-to-day operational management and administration of the Osher Lifelong Learning Institute at the University of Arizona (OLLI-UA). OLLI-UA, a 501(c)(3) Affiliate Partner of the University of Arizona, provides a unique community lifelong learning environment designed for adults 50+. OLLI-UA serves 1,000+ members with both in-person classes (multiple campus in Tucson and Green Valley) and online classes. We offer thousands of hours of programming each year. Additionally, the program serves a health and wellness purpose, keeping members active mentally and engaged socially. OLLI-UA is volunteer-driven with just four paid staff members who administer the program. The program is part of the office of Continuing and Professional Education at the University of Arizona. This is one of two Program Coordinator positions, and the following activities are shared between both positions.

This position will allow for flexible/hybrid work arrangements. Some duties can be performed remotely, but others will require an in-person presence on the Tucson, Arizona campus.

Visa sponsorship is not available for this position.

Duties & Responsibilities

Program Coordination (Online and In-Person Support):

• Assist in providing outstanding service and support to all current and prospective members of OLLI-UA, as well as members of the community and University of Arizona faculty and staff.
• Assist in program planning, implementation, and monitoring, working closely with the OLLI-UA Program Manager, Program Coordinator, Office Specialist, Sr., and nonprofit partner leadership.
• Assist in coordinating OLLI-UA program activities, which principally include the management and oversight of each semester's rollout. Ensure that objectives and timelines are met in a timely manner.

Related activities include:

• Coordinating scheduling of key semester dates for each OLLI-UA campus.
• Coordinating a database driven curriculum proposal submission and review process utilizing electronic web forms and tools.
• Developing master class schedules for each term.
• Overseeing class registration setup and administration.
• Generating marketing communications and materials for use at the campus level, including bulk Mailchimp emails, class catalogs, registration forms, member nametags, evaluation reports, membership directories, and other tools.
• Provide on-site membership purchase and class registration support for new and returning members at Discover OLLI-UA and Help Desk events.
• Sit as ex-officio member on assigned OLLI-UA committees, which may include (but are not limited to) Membership & Outreach and Curriculum Committees, and Campus Councils.
• Ensure streamlined operational practices, facilitating the sharing of best practices across OLLI programs.
• Train volunteer leaders in the use of technologies and tools used by OLLI-UA, including Google Drive, MailChimp, Zoom, Registration System.

Membership and Outreach:

• Work with OLLI-UA leadership and broader community to develop and promote OLLI volunteer activities; expand learning opportunities and special programs.
• Help develop volunteer recruitment, tracking and recognition programs.
• Assist in recruiting new members, volunteers, class leaders, and community partners through membership and outreach initiatives and offsite promotional events.
• Develop and maintain reports to track and measure impact and success.

Administrative:

• Assist in providing phone and email support for current and prospective members, which may include assisting with membership purchases, class registration, UA CatCard/DCC requests, and forgotten usernames and passwords.
• Update OLLI-UA CMS website and registration system.
• Draft, compile, analyze and submit reports to leadership and UA Administration, as designated.
• Process payments using credit card terminals, handle cash and check receipts and submit deposits to UA Bursar's Office.
• Act as backup for financial reporting, processing of invoices and reimbursements through UAccess Financials.
• Maintain accurate member and registration database.
• Assist and help maintain donor database, tracking gifts to OLLI-UA in Raiser's Edge/ Lynx, for annual giving campaigns.
• Assist as needed with CatCard/DCC year-end rollover, ensuring all DCC rollovers were active within the fiscal year.
• Create and maintain UA branded e-newsletter distribution lists and templates using Mailchimp.
• Is a vital backup when other staff members are absent.
• Other duties as assigned and relevant to this position.