Program Coordinator - Oxford College of Emory University

Department: Academic Affairs-Personnel

Remote Work Classification: Hybrid Remote

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Description

KEY RESPONSIBILITIES:

• Develops work plans to accomplish program goals and objectives and monitors progress toward their achievement.
• Conducts research and gathers information to develop various publications.
• Develops promotional materials which may include content for reports, briefings, newsletters, grants or other written information related to the program.
• Assists in developing and coordinating program-related conferences, conventions, or meetings.
• Monitors expenditures and may participate in the budget planning process and prepare financial reports.
• May assist in identifying funding resources and developing fund-raising strategies and initiatives.
• Prepares operational and statistical reports.
• Conducts training, represents the program at meetings and conferences, and networks with affiliated groups. May supervise assigned project staff, interns and/or volunteers.
• Performs related responsibilities as required.

ADDITIONAL JOB DETAILS

Academic Affairs Programmatic and Curricular Event Support

The Program Coordinator is a key liaison in the Office of Academic Affairs. This role ensures the continuity of the general management of programmatic events related to the curriculum. This role requires the ability to plan strategically, execute efficiently, and deliver high-quality experiences aligned with institutional goals.

Key responsibilities:

• Plans, prioritizes, and coordinates multiple events simultaneously by developing detailed timelines and logistical workflows, while anticipating resource needs, identifying potential challenges, and implementing proactive solutions aligned with program and institutional goals.
• Executes events with accuracy and professionalism by overseeing on-site operations, including taking attendance, monitoring progress, resolving issues in real time, and ensuring efficient setup, breakdown, and space restoration.
• Applies working knowledge of A/V systems and event technology to support programming, independently troubleshoots technical and logistical issues, and collaborates with IT and facilities to ensure seamless execution.
• Serves as the central point of contact for event stakeholders by communicating clearly and professionally before, during, and after events, while delivering excellent customer service and fostering a welcoming, inclusive environment for all participants.
• Builds and maintains strong relationships with internal and external partners by coordinating with student organizations and campus departments to optimize scheduling and resources, while supporting visiting speakers and performers to ensure a positive, professional experience.
• Develops and executes event promotion strategies by creating engaging digital materials and managing social media and communications to increase visibility, outreach, and audience engagement.

Administrative Support & Academic Program Coordination

Provides administrative coordination for academic programs by maintaining and updating course platforms (including Canvas), monitoring student progress and grades, facilitating communication with faculty readers and course chairs, and ensuring alignment with syllabi, schedules, and program requirements.

Key responsibilities:

• Provides comprehensive administrative support for academic programs, ensuring efficient operations and alignment with institutional policies and timelines.
• Maintains and regularly updates program websites and digital platforms, including Canvas course sites, ensuring accuracy, accessibility, and consistency of course materials.
• Monitors student progress and grades within the learning management system, identifying discrepancies and coordinating with faculty to ensure timely and accurate grade reporting.
• Serves as a central liaison between faculty, course chairs, and faculty readers, facilitating clear communication regarding assignments, grading expectations, and feedback timelines.
• Collaborates with course chairs to ensure adherence to approved syllabi, academic policies, and program calendars, proactively addressing gaps or inconsistencies.
• Coordinates course schedules and key academic deadlines, ensuring alignment across faculty, students, and program requirements.
• Communicates regularly with faculty readers and instructional staff to support grading workflows, resolve issues, and maintain consistency in evaluation practices.
• Supports faculty and program leadership with administrative processes, documentation, and coordination of program reviews.
• Develops and disseminates clear, timely communications to students and faculty regarding course updates, deadlines, and program expectations.
• Maintains accurate records and documentation to support academic integrity, compliance, and program continuity.
• Applies strong organizational, analytical, and problem-solving skills to manage multiple priorities and ensure smooth program delivery.
• As a team member, provides cross-functional support and backup for critical Academic Affairs activities as operational needs require.

Academic Programs and Event Financial Management

Demonstrates strong financial and administrative competency by supporting budget oversight and ensuring accurate, timely processing of program-related financial transactions.

Key responsibilities:

• Monitors expenditures and supports budget planning activities, contributing to financial tracking and reporting as needed.
• Processes payment requests and transfers with a high degree of accuracy and attention to detail.
• Coordinates with internal systems and cross-functional departments to ensure efficient and compliant payment processing.
• Supports program funding and compensation activities, ensuring alignment with institutional policies and procedures.
• Ensures timely, accurate, and well-documented financial transactions to maintain operational effectiveness and accountability.

Supervision & Leadership

Demonstrates effective leadership and direct supervisory responsibility by managing staff performance, coordinating workflows, and ensuring accountability across program operations and events.

Key responsibilities:

• Directly supervises student employees, including hiring, onboarding, training, scheduling, and performance management.
• Provides clear direction, sets expectations, and monitors staff performance to ensure high-quality execution of program and event responsibilities.
• Conducts regular check-ins, offers feedback, and supports professional development to enhance effectiveness and engagement.
• Ensures accountability by monitoring progress, addressing performance concerns, and implementing corrective actions as needed.
• Fosters a collaborative, inclusive, and service-oriented team environment that supports successful program outcomes.

MINIMUM QUALIFICATIONS:

• Bachelor's degree in a field related to the program.
• Two years of related experience, or an equivalent combination of education, training and experience.

PREFERRED QUALIFICATIONS:

• Bachelor's degree in Fine Arts (BFA), Art History, Theater, Music, Performing Arts, Dance, or a closely related creative discipline. OR two years of experience in a performing or fine arts field / studio.
• Hands-on experience with stage management, live performance cueing, audio/visual (AV) coordination, and technical theater production.
• Familiarity with backstage operations, and directing talent or performers.
• Strong skills in managing relationships with creative talent.
• Ability to think on your feet and adapt to live, unpredictable performance or event environments (mirroring live theater/performance adaptability).
• Must be computer-proficient and able to quickly learn new technologies.
• Strong interpersonal and customer service skills.
• Demonstrable competency in event planning, operational execution, and stakeholder engagement by managing programming and events.
• Minimum of two years of experience supporting or working with academic programs in a higher education environment.
• Ability to work nights and weekends and nontraditional hours. The position supports evening programs, and the hours are mostly afternoon to evening - with evening events multiple times a week as well as some Saturdays.

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to Emory University on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines of department. This role requires residency in the state of GA. Emory reserves the right to change remote work status with notice to employee.

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