Program Administrator

Program Administrator

Reporting to the Osher Institute Director, the Program Administrator supports excellent member and instructor experience by ensuring that operational aspects of the program meet the high-quality expectation reflective of William & Mary as well as the program's prestigious designation as an Osher Lifelong Learning Institute. The position is the primary contact for the program's 250+ volunteer instructors, managing the course solicitation and curriculum development process, onboarding new instructors, and setting up campus classrooms on teaching days. The administrator also assists with front line customer service for members, entailing administrative, coordination, and logistics support and registration services for a non-credit continuing education program directed to people ages 50 and better. The position is vital to the overall efficiency of organizational needs by working as a collaborative team member to support the Institute's goals.

Specific responsibilities include (but not limited to): Provide front line customer service to Osher members and volunteers, including instructors. Provide exemplary customer service to both internal and external partners and vendors. Serve as a resource for Osher members requiring assistance. Key contact for the program's 250+ volunteer instructors and staff liaison to the Curriculum Committee. Coordinate and manage activities related to course proposal solicitation, proposal review and approval, data compilation for catalog production, and development/deployment/reporting of course evaluation survey. Work with committee chair to schedule meetings, develop agendas, and follow-up. Prepare daily set up of classrooms and meeting spaces for events both on and off campus. Ensure volunteers and support staff are present and preparation of necessary materials are organized and set up properly. Room setups can include presentation materials, audio visual equipment, and other equipment. Set up audiovisual equipment and ensure instructor's presentation is functioning properly before the start of each class. Maintain equipment and proactively ensure equipment is in proper working order. Submit work repair orders for equipment as needed. Prepare training materials for training on audiovisual equipment. Arrange schedule for audiovisual training sessions. Conduct training for host volunteers and demonstrate audiovisual operation for member volunteers and instructors. Utilize databases to register members for courses and trips. Assist members with their online registrations. Create queries to search out criteria (i.e., to create mailings), edit recipient lists in queries from the database for mailings and update as necessary. Respond to inquiries and provide phone and customer service support. Maintain course-related training materials. Perform data entry and management. Generate a variety of reports and distributes appropriately to facilitate planning and coordination across campus. Manage the registration system for assigned events ensuring timely and accurate processing of registration data for clients.

Required Qualifications:

• Bachelor's degree or other post-secondary education or equivalent combination of education, experience, and training.
• Knowledge of general office practices, administrative procedures, and automated registration processes.
• Excellent organizational and time?management skills, with the ability to manage multiple priorities concurrently, meet deadlines, and maintain a high level of accuracy and attention to detail.
• Effective written and verbal communication skills, including experience with public speaking or presentations and providing customer service in a professional office environment.
• Proficiency in a variety of software applications, particularly MS Office (Word, Excel, and Outlook) and Adobe Creative Suite (Adobe Acrobat; InDesign a plus) and web-based applications (Qualtrics, MS Forms, Constant Contact) and databases. Demonstrated ability to review data and produce reports
• Valid driver's license.
• Demonstrated problem solving skills with the ability to exercise sound judgment in performing all responsibilities while working independently and as part of a team.

Preferred Qualifications:

• Working knowledge with event coordination or logistics is highly preferred
• Knowledge of Adobe Creative Cloud and Cascade software or other website content management systems is a plus
• Familiarity with survey creation
• Prior experience troubleshooting audiovisual equipment
• Prior event coordination/set up experience
• Proven experience conducting classroom and a/v training is desirable
• Experience working in higher education
• Prior experience working with a lifelong learning program

Conditions of Employment:

• This position is non-exempt, eligible to receive overtime in accordance with the Fair Labor Standards Act.
• This position may be subject to overtime during high peak times, or assisting at special events, as directed and approved by supervisor. The schedule may require work in the evenings and on weekends and holidays, based upon the event schedule.
• This position requires use of one's own personal, reliable transportation. A valid driver's license is required.
• Ability to lift up to 30 lbs.

Duties:

50%- Front-Line Support for Instructors & Members:

• Provide front line customer service to Osher instructors, members and other volunteers. Provide exemplary customer service to both internal and external partners and vendors.
• Coordinate and manage activities related to curriculum: course proposal solicitation, proposal review and approval, data compilation for catalog production, and development/deployment/reporting of course evaluation survey.
• Work with Curriculum Committee chair to schedule meetings, develop agendas, and coordinate communications and follow-up; serve as staff liaison to volunteer instructors.
• Coordinate and/or lead member workshops and registration help desks to assist members in using the Institute's registration system and applications such as Zoom.

20%- Classroom Support:

• Procure and schedule resources (classrooms) for 300 courses annually.
• Prepare daily set up of classrooms and meeting spaces for events both on and off campus. Ensure volunteers and support staff are present and preparation of necessary materials is organized and set up properly.
• Prepare and maintain training materials for training on audiovisual equipment. Conduct training for host volunteers and demonstrate audiovisual operation for class assistant volunteers and instructors.
• Set up audiovisual equipment and ensure instructor's presentation is functioning properly before the start of each course. Maintain equipment and proactively ensure equipment is in proper working order. Submit work repair orders for equipment as needed.

20%- Database Management:

• Utilize databases to register members for courses. Assist members with online registrations. Create queries to search out criteria (i.e. to create mailings), edit recipient lists in queries from the database for mailings, and make updates as necessary.
• Performs data entry for a variety of applications. Generate reports and distributes appropriately to facilitate planning and coordination across campus.
• Manages the registration system for assigned events ensuring timely and accurate processing of registration data for clients.
• Develops, deploys, analyzes and reports on a variety of program development initiatives and tools, including Interest to Teach survey, Request for Course Proposal, Course Evaluations, and related resources and activities.
• Generates name badges for attendees as well as event tickets when needed.

10%- General Office Administration:

• Process financial documents such as vendor payment requests, prepare check requests and deposits, run monthly reports as well as assist with reconciling monthly online registrations.
• Process financial documents such as vendor payment requests, prepare check requests and deposits, run monthly reports as well as assist with reconciling membership and financial accounts as requested

• Other duties as directed

Annual Salary: Up to $45,000.00 commensurate with experience

Please submit a resume and three professional references. In lieu of a traditional cover letter, please submit a written response (not to exceed two pages) to the following: 1. What interests you about working with and supporting lifelong learning for older adults? 2. This role involves frequent interaction with volunteer instructors, older adult learners, and university partners. Describe the communication style and interpersonal strengths you would bring to this environment. 3. This role requires balancing many concurrent responsibilities, deadlines, and logistical details. Describe the systems, tools, or strategies you use to stay organized and manage multiple priorities effectively. 4. Describe your experience working with technology, databases, registration systems, audiovisual equipment, or troubleshooting technical issues. Include any experience training or assisting others with technology.

For full consideration, please apply by the review date of July 15, 2026.