Programs and Events Coordinator

Higher Education Resource Services (HERS) is a leadership development organization dedicated to creating and sustaining a dynamic network of women and gender-diverse leaders in higher education. Our programs serve emerging and established leaders from all institution types and backgrounds. HERS prioritizes equity in leadership as a means of creating transformative opportunities for college and university communities.

Founded in 1972, HERS serves as a trusted network for higher education leaders and continues to build a repository of leadership data, resources, and professional development opportunities for individuals seeking to advance their careers and leadership practice.

Position Summary

The HERS Programs and Events Coordinator plays a central role in the successful planning, delivery, and continuous improvement of HERS programs. This position is responsible for coordinating in-person, virtual, and hybrid program logistics; managing participant communications and engagement; and developing program resources and materials that support a seamless and high-quality learning experience.

Serving as a member of the Programs Team and reporting to the Director of Programs and Research, the Coordinator acts as a primary point of contact for participants, collaborates with internal and external partners to execute events and programs, and maintains the operational resources necessary to support HERS' mission of creating and sustaining a diverse community of bold higher education leaders.

Core Areas of Responsibility

Event Planning, Management, and Execution

• Coordinate all aspects of program and event logistics for in-person, virtual, and hybrid HERS programs and Board of Directors Meetings, including planning and implementation.
• Develop and manage project timelines, event checklists, run-of-show documents, and operational plans to ensure successful program execution.
• Coordinate venue logistics, including meeting space, lodging, catering, transportation, audiovisual needs, accessibility accommodations, and on-site support.
• Serve as the primary liaison with vendors, venues, technology providers, and service partners to ensure quality service delivery and contract compliance.
• Coordinate registration processes and manage event technology platforms, including registration systems, learning management systems, virtual meeting platforms, and participant communication tools.
• Convene and support virtual sessions, webinars, recordings, and meetings, ensuring seamless participant access and engagement.
• Maintain inventories of event supplies, materials, and operational resources.
• Assist with budget tracking, expense monitoring, and vendor invoice processing in partnership with the HERS accounting team.
• Ensure compliance with organizational policies, accessibility standards, safety requirements, and inclusive event practices.

Participant Experience and Communication

• Serve as a primary point of contact for participants from registration through program completion.
• Develop and execute participant communication plans for all HERS programs, including recruitment follow-up, onboarding communications, session logistics, reminders, post-session follow-up, and program completion materials.
• Provide exceptional customer service by responding to participant inquiries in a timely, professional, and solutions-oriented manner.
• Coordinate participant onboarding and offboarding processes to ensure a welcoming and supportive experience throughout the program lifecycle.
• Prepare and maintain participant records, cohort rosters, contact lists, and related program documentation.
• Collaborate with colleagues to connect participants with relevant HERS opportunities, resources, and alum engagement activities.

Program Resources and Materials Development

• Develop, organize, and maintain participant-facing program materials, including agendas, guides, handbooks, resource libraries, presentation materials, and digital folders.
• Coordinate the distribution of curriculum materials and program resources in partnership with the HERS Programs Team and program facilitators.
• Create and maintain standardized templates, communication resources, and operational documentation that support program consistency and quality.
• Maintain organized digital resource repositories and ensure participant access to relevant materials.
• Assist with the collection and organization of evaluation data, participant feedback, and program documentation to support continuous improvement efforts.
• Contribute to the development and refinement of participant experience processes, procedures, and program resources.

Knowledge, Skills, and Abilities

• Knowledge of in-person and virtual event planning, program coordination, and customer service best practices.
• Understanding of higher education administrative structures and professional development programs.
• Knowledge of accessibility standards and inclusive program and event practices.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, priorities, and deadlines simultaneously.
• Ability to build positive relationships with participants, vendors, and colleagues.
• Strong problem-solving skills and ability to exercise sound judgment.
• Ability to work both independently and collaboratively in a team environment.
• Adaptability and flexibility in a dynamic work environment.

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Three (3) years of experience in program coordination, event management, or related work.
• Experience in higher education, nonprofit, leadership development, or professional education settings.
• Experience coordinating professional events, conferences, training programs, or educational initiatives.
• Experience managing communications with participants, clients, or stakeholders.
• Proficiency with Microsoft Office Suite.
• Demonstrated ability to manage multiple priorities, communicate professionally, maintain confidentiality, and exercise sound judgment.

Preferred Qualifications

• Advanced degree in higher education, student affairs, or related field.
• Three (3) to five (5) years of progressively responsible experience in program coordination, event management, or related work.
• Experience using event registration and communication platforms (e.g., Whova, Learning Management Systems).
• Experience using CRM platforms (Salesforce).
• Experience supporting virtual and hybrid learning environments.

Work Location

• This position is hybrid, with a preference for candidates based in the Denver metropolitan area who can work from the HERS headquarters as needed.
• Highly qualified candidates seeking a fully remote work arrangement will also be considered.
• Travel to HERS in-person programs, meetings, and events a few times each year is required.
• Typical office environment with a quiet to moderate noise level and the option for hybrid work. The position requires regular use of a computer and standard office equipment.
• HERS offers flexible work arrangements and values results-oriented leadership.

Physical Activities

• Ability to sit in front of a computer for extended periods of time.
• Ability to communicate effectively in person, by telephone, and through electronic communication.
• Ability to occasionally move throughout office and event locations.
• Ability to lift, carry, or move materials weighing up to 20 pounds.