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Program Coordinator

2 months ago

Dallas, Texas, United States Southern Methodist University Full time
Salary Range:

Salary commensurate with experience and qualifications

About SMU

SMU's more than 12,000 diverse, high-achieving students come from all 50 states and over 80 countries to take advantage of the University's small classes, meaningful research opportunities, leadership development, community service, international study and innovative programs.

SMU serves approximately 7,000 undergraduates and 5,000 graduate students through eight degree-granting schools: Dedman College of Humanities and Sciences , Cox School of Business , Lyle School of Engineering , Meadows School of the Arts , Simmons School of Education and Human Development , Dedman School of Law , Perkins School of Theology and Moody School of Graduate and Advanced Studies .

SMU is data driven, and its powerful supercomputing ecosystem - paired with entrepreneurial drive - creates an unrivaled environment for the University to deliver research excellence.

Now in its second century of achievement, SMU is recognized for the ways it supports students, faculty and alumni as they become ethical, enterprising leaders in their professions and communities. SMU's relationship with Dallas - the dynamic center of one of the nation's fastest-growing regions - offers unique learning, research, social and career opportunities that provide a launch pad for global impact.

SMU is nonsectarian in its teaching and committed to academic freedom and open inquiry.

About the Department:

The Department of English has more than 50 full-time faculty, including nineteen tenured and tenure-track faculty in literature and creative writing, and thirty lecturers and senior lecturers in literature and the first-year writing program, as well as three full-time administrative staff. The department offers undergraduate majors in English and American literature, along with a specialization in creative writing. Its Ph.D. program is generously funded through an endowment from the Duwain E. Hughes, Jr., family, and this endowment also supports Project Poëtica, Narrative Now, the Dallas Literary Festival, and other major programming initiatives in scholarly and creative writing.

About the Position:

This role is an on-campus, in-person position.

The Program Coordinator position will manage all logistical and business service aspects of the department's growing and ambitious programming initiatives. This role involves coordinating contracts, processing invoices, organizing catering, and ensuring the smooth execution of events and activities. The Coordinator will work closely with the Director for Programming to support the department's goals and enhance the efficiency and effectiveness of its programming efforts. This role is essential to ensure the successful execution of the department's programming initiatives, allowing the Director for Programming to focus on strategic planning and development.

Essential Functions:
  • Programming Logistics: Procures catering, venues, A/V equipment, travel, lodging and transportation for departmental events. Establishes and maintains positive relationships with vendors and service providers. Handles guest relations for departmental events.
  • Financial Management: Prepares and submits PDF payment requests to accounting for all programming payments in a timely manner. Assists in preparation and monitoring budgets for programming initiatives, ensures expenditures are within approved budgets, reports discrepancies and provides regular financial updates to Director for Programming.
  • Publicity and Communication: Updates programming brochures and publicizes events on website and social media. Serves as lead web developer on updates and web maintenance for programming and events. Coordinates mailings and maintains mailing lists. Updates event calendars. Writes correspondence and assists with vendor management.
  • Administrative Support: Maintains up-to-date records and documentation for all programming initiatives. Accepts responses and orders, creates and manages databases, provides administrative support to Director for Programming and other staff and faculty, assists with programming scheduling, communications and administrative tasks in the operations of the department as needed. Other duties as assigned.
  • Contract and MOU Management: Receives contracts and MOUs for speakers, conferences, symposiums, venues, etc. Routes contracts to contract lead in Dedman and returns contracts to hosting professors, obtains countersigned contracts or MOUs.
  • Occasional evening and weekend hours may be required. Education and Experience:

    An Associate's degree is required. A degree in Business Administration, Event Management or related field is preferred.

    A minimum of two (2) years' of experience is required. Experience working with alumni and donor relations is required. Two years experience in event planning is highly preferred. Experience working in an academic or non-profit setting is preferred.

    An equivalent combination of education and experience, may be considered.

    Knowledge, Skills and Abilities:

    Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships with a wide range of constituencies. Must also demonstrate strong written communication skills.

    Candidate must possess strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions. Must also have strong organizational, planning and time management skills to manage large academic conferences and events.

    Candidate knowledge of university policies and procedures related to contracts and financial management is preferred.

    Candidate must be proficient in Microsoft Office Suite, web design and financial management software.

    Candidate knowledge of managing budgets, maintaining communication with large public contact list and designing basic marketing materials is essential.

    Candidate familiarity with social media communication is also preferred.

    Physical and Environmental Demands:
    • Sit for long periods of time
    • Bend, stand
    • Walk for long distances
    • Reach above shoulders
    • Carry/lift 25 lbs.
      Deadline to Apply:

      Priority consideration may be given to submissions received by July 19, 2024.

      This position is open until filled.

      EEO Statement:

      SMU will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. The Executive Director for Access and Equity/Title IX Coordinator is designated to handle inquiries regarding nondiscrimination policies and may be reached at the Perkins Administration Building, Room 204, 6425 Boaz Lane, Dallas, TX 75205, , .

      Benefits:

      SMU offers staff a broad, competitive array of health and related benefit s. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.

      SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU.

      The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities , including tuition benefits .