STM Program Development and Event Coordinator
FLSA Status: Nonexempt
Months Per Year: 12
Hours Per Week: 20
The School of Theology and Ministry seeks a self-starter to serve as a Program Development and Event Coordinator. Reporting to the Director of Operations, this individual will provide leadership and direction for some of the school's cutting-edge program development, primarily for continuing education initiatives, as well as serve as the point person for some event planning. The right individual will thrive in a fast-paced professional environment and find motivation and fulfillment in the exciting challenges of project management. The ideal person for this role is someone who is comfortable working with multiple teams (both technical and non-technical), in virtual and face-to-face environments.
Program Development Coordination (70%)
The STM Program Development and Events Coordinator oversees the logistics for the school's more entrepreneurial course development, and can include scheduling and interfacing with faculty in creating on-campus and continuing education courses (including online courses).
This individual coordinates (with oversight of the Dean) day-to-day activities to achieve goals
and objectives within budgeted funds and personnel resources; organizes groups developing program content; tracks goals and objectives, according to criteria established by the Dean or a designate; and schedules and coordinates necessary meetings to assure work is performed on time and within budget.
Weekly one-on-one meetings with the Dean:
Prepare meeting agendas and meeting materials.
Brief the Dean on project status, decisions that need to be made, and next steps.
Oversee the development of the specific courses:
development team meetings.
Co-facilitate curriculum development team meetings with the Dean and/or designated team leader.
Record meeting minutes and send out meeting minutes to team after each meeting.
Update necessary curriculum design documents and materials.
Collaborate with personnel from the Seattle University Center for Digital Learning and Innovation (CDLI) to set-up periodic check-ins regarding the course design and to obtain feedback as the course is being developed. Invite CDLI personnel to join periodic meetings.
Collaborate with curriculum development teammembers to produce the course in Prep Space on Canvas/Canvas Catalogue.
Manage the list of individuals who have access to the Prep Space on Canvas/Canvas Catalogue.
Manage Budgets Course Creation Budget and Events Budget:
Inform STM Academics Team:
Work with Operations Team to schedule calendar appointments related to your work, as needed.
Request data from STM and SU employees as necessary for constructing any final course creation reports concerning your work.
Event Planning Coordination (30%)
The Program Development and Events Coordinator will be hands-on, coordinating and delivering a variety of events. Events at SU are in constant motion. Therefore, this individual must be adept at handling unexpected changes with ease, flexibility and professionalism.
Responsibilities include working other professionals in the university to operationalize a high quality event. Such activities are: assuming logistics oversight of planning, securely coordinating, organizing,
and arranging all facets of several lecture events per year. This includes managing event budgets; coordinating with the appropriate MarCom person to promote events through e-mail and social media channels (Twitter, Facebook, and newsletter); requesting and securing appropriate resources for each event such as venue location, use of university-sponsored registration tools, assuring access at a venue to displays, audio-visual (A/V), catering, etc. (usually from campus partners or vendors); ensuring the vendor contracts are issued and signed; determining event schedules and event staff schedules; supplying feedback and recommendations for event improvement.
Event Planning Coordination:
Meet with Event Team several times through the event planning cycle for each event
Create timelines and schedules for each part of the event
Ensure deadlines are met.
Assign parts of the event (i.e., Marketing, Registration, Logistics, VIP experience, etc.) to team members; coordinating with the Event Team, the Dean, and Director of Operations.
Manage or track the project budget.
Consult with Dean or Director of Operations regarding details, as needed.
Work with Conference and Events Services (CES) to ensure the event space, furniture, podium, stage, signage, technology, etc. are available and coordinated for the event, as needed.
Make sure all parts of the event (including but not limited to: ticketing, CES requests, etc.) are completed to the specifications decided at the original planning meeting to ensure a successful event.
Weekly one-on-one meetings, as needed, with the Director of Operations:
Prepare meeting agenda and meeting materials.
Brief Director of Operations on project status, decisions that need to be made, and next steps.
Bachelor's degree and two or more years of experience in one or
more of the areas of program or course development, events planning, or project management or an equivalent combination of education and experience sufficient to perform the essential duties of the job.
Microsoft Outlook, Word, Excel required.
Demonstrated ability to work in a confidential, professional and gracious manner. Sense of humor a plus. Ability to communicate effectively by email, telephone and in person, interact with diverse groups of people and maintain professional composure under stressful situations. Ability to balance and prioritize competing demands, and complete work with speed and accuracy.
Experience with course creation and HTML, working knowledge of Canvas (course creation software) would be helpful. Experience in event planning. Graduate degree and work experience in higher education preferred.
Seattle University, founded in 1891, is a Jesuit Catholic university located on 50 acres in Seattle's Capitol Hill neighborhood. More than 7,400 students are enrolled in undergraduate and graduate programs within nine schools and colleges. U.S. News and World Report's "Best Colleges 2017" ranks Seattle University 8th in the West among universities that offer a full range of masters and undergraduate programs. Seattle University is an equal opportunity employer.
In support of its pursuit of academic and scholarly excellence, Seattle University is committed to creating a diverse community of students, faculty and staff that is dedicated to the fundamental principles of equal opportunity and treatment in education and employment regardless of age, color, disability, gender identity, national origin, political ideology, race, religion, sex, sexual orientation, or veteran status. The university encourages applications from, and nominations of, individuals whose differing backgrounds, beliefs, ideas and life experiences will further enrich the diversity of its educational community.
Applicants are also strongly encouraged to attach an electronic cover letter and resume when applying. Persons who need assistance with the recruitment process may contact the Office of Human Resources at: 206-296-5870. Job postings are open until filled, unless otherwise specified.