Program Coordinator, Collegiate

Job Description

Job Description

Position:  Program Coordinator, Collegiate Programs

Department:  Pre-College and Collegiate Division (PCD)
Location: New York 
Reports to: Senior Program Manager, Collegiate Programs

Classification:  Permanent, Full Time
Start Date: Immediate

Hours : Approximately 40 hours per week during business hours 9am – 5pm, Monday – Friday; some 

evening and weekend work required; additional hours may be pre-approved by the Senior Program Manager during periods of high delivery demands.
Salary: $24 / hr.

Position Context 

Edconic is a successful group of education businesses, including Sotheby’s Institute of Art, The School of The New York Times, Manchester City Sports Business School, and Vogue College of Fashion. Its mission is to build compelling education programs in partnership with the world’s best brands. The Pre-College and Collegiate Division (PCD) supports its expansion and plans for growth by working across schools on the development and delivery of non-MA programs.

The Program Coordinator, Collegiate Programs role is integral to the delivery of Collegiate Program within Sotheby’s Institute of Art – New York, Vogue College of Fashion – New York, and School of the New York Times. Sotheby’s Institute of Art, founded by Sotheby’s Auction House in 1969, has pioneered the education of arts professionals and offers a wide range of Masters’ degrees, semester courses, and professional programs. Since 2004, Vogue College of Fashion has been providing students with the knowledge, networks and practical experience to become future leaders in the fashion industry and offers a range of degree and non-degree programs. School of The New York Times, established in partnership with The New York Times in 2016, provides students with an immersive educational experience rooted in journalism, media, and storytelling. Drawing on the expertise and resources of The New York Times, the School offers a range of programs designed to develop practical skills, critical thinking, and industry knowledge for aspiring journalists, writers, and media professionals. Collegiate (undergraduate) academic courses are validated by the University of Montana.

Role Purpose  
The Program Coordinator plays an essential role in the preparation and successful delivery of Collegiate Programs. Reporting to the Senior Program Manager, this role supports the planning, developing, and execution of program delivery and contributing to the overall operations of Collegiate, ensuring a well-organized program. 

The role includes responsibilities such as coordinating co-curricular activities, onboarding faculty and guest speakers, handling class materials, overseeing logistics, and facilitating communication between staff, faculty, guest speakers and students. The Program Coordinator also supports student needs and assists with general operational tasks throughout the program. 

Serving as a primary point of contact for students and course leaders, the Program Coordinator will liaise with internal departments including facilities and IT. They will also work closely with colleagues to provide consistent, high-quality administrative support to both students and staff.

This is a full-time position that requires on-site support during program delivery, or as directed by the Senior Program Manager. The role will include some evening and weekend hours, as well as additional duties as required with reasonable notice.

Essential Duties and Responsibilities

The Program Coordinator plays a vital role in supporting the planning and delivery of Collegiate programs, ensuring a high-quality and well-organized experience for students, faculty, and partners. Responsibilities include, but are not limited to:

• Program Delivery & Operations:
  Support the coordination and execution of all on-the-ground program operations, including scheduling, catering, transportation, classroom logistics, and site visits. Ensure all activities run smoothly and efficiently.
• Site Visits & Events Coordination:
  Organize, book, and track logistics for site visits, co-curricular activities, and student events. Serve as a chaperone when needed. 
• Classroom & Materials Management:
  Prepare and distribute class materials, supplies, and resources, ensuring all program-related materials are delivered accurately and on time.
• Guest Speaker & Faculty Support:
  • Coordinate guest speaker logistics, including onboarding documentation, contracts, payments, scheduling, and technical setup (e.g., Zoom). 
  • Provide ongoing support to faculty and assist with faculty-related activities and events. Meet with faculty prior to the program to review course content, identify teaching support needs, and confirm classroom requirements.
• Communication & Stakeholder Coordination:
  Act as a key point of contact for students, faculty, and course leaders. Manage program communications, including monitoring shared inboxes, and facilitating coordination with internal departments (Facilities and IT) and external vendors.
• Student Support & Welfare:
  Provide day-to-day support to students, responding to inquiries and addressing concerns. Monitor student wellbeing and escalate issues as appropriate to senior staff. Contribute to a safe, inclusive, and supportive environment. 
• Administrative & Financial Support:
  Maintain accurate records, track budgets, process invoices, and support financial reporting. Assist with purchasing tickets, supplies, and other program-related items.
• Systems & Data Management:
  Maintain student-facing platforms (e.g., Canvas) with up-to-date schedules, course materials, and resources. Track and manage program data using internal systems. 
• Program Activities & Engagement:
  Support in organizing and delivering virtual and in-person pre-program orientations, in-person orientation sessions, ongoing student engagement activities, and end-of-program events.
• Continuous Improvement & Team Participation:
  Contribute to team meetings, planning sessions, and feedback collection processes. Support program evaluation and continuous improvement initiatives. 
• On-Call & Flexibility:
  Participate in an emergency on-call rotation during program delivery and be available for occasional evening and weekend work as required.

  Essential Skills and Experience

• Proven administrative experience, ideally within an educational or student-focused environment 
• Strong organizational and multitasking skills, with the ability to manage competing priorities 
• Excellent verbal and written communication skills 
• Ability to work both independently and collaboratively within a team 
• High level of professionalism, discretion, and attention to detail 
• Adaptability and problem-solving skills in fast-paced, dynamic environments 
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) 
• Willingness to learn and use systems such as Canvas, Monday.com, DocuSign, and communication platforms
• Student-centered approach with a commitment to fostering a safe, inclusive, and engaging environment 
• Confidence navigating urban environments and supporting off-site activities if needed
• Interest or experience working with college-age students (typically ages 18–22)

Education & Additional Requirements

• Bachelor’s degree (or currently pursuing) or equivalent experience 
• At least 2 years of relevant administrative or program support experience (education or university/college programs preferred)
• Experience in residential life, student life, and/or student services preferred, including supporting students in a housing environment, campus organizations or clubs, and/or student services, as well as providing pastoral care and support to students or young people, with a focus on fostering a safe, inclusive, and community-oriented experience; ability to meet the physical demands of the role (e.g., standing, walking, lifting up to 25 lbs.)
• Willingness to work on-site during key pre-program planning and throughout program delivery 
• Availability during key program delivery periods, including occasional evenings and weekends.
• Must be legally authorization to work in the US.

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Basic office/academic environment

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. Edconic reserves the right to modify this job description in its sole discretion.

Edconic is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.