Program Coordinator

Program Coordinator

The Alliance for the Arts in Research Universities (a2ru) is seeking a program coordinator to provide administrative and operational support. The candidate should be able to exercise initiative and independent judgment, follow-through, and diplomacy with a service-oriented attitude while providing special attention to detail and dynamic prioritization in a timely and efficient manner.

a2ru is a national organization of research universities dedicated to promoting and studying innovative practices that enable its members to better integrate artists, arts practice, and arts integration research within their institutions and throughout higher education. Fifty leading research universities are members of the alliance, and many more participate in its conference and programs. a2ru is hosted by and housed at the University of Michigan in Ann Arbor, Michigan within the office of the vice provost for engaged learning (vpel).

Program coordinator supports the operation of the unit in a dynamic, collaborative environment including a2ru staff and external partners; enabling the unit to function smoothly and support senior staff. The coordinator will maintain a database of members and contact and support the executive and associate director in communication campaigns, including website and social media. This position supports all a2ru staff, liaises with vpel central office; and reports directly to the executive director. The position is hybrid remote/in person; and requires some travel.

Responsibilities*

Administration and Membership (50%)

• Manage database: track memberships, renewals, and leads; maintain records; generate data for reporting
• Assist in overall unit budget development, maintenance and reporting
• Prepare and coordinate all partner agreements and associated billing as needed
• Prepare and coordinate all contracts with outside parties as needed (catering, conference services, website, subscriptions, sponsorship agreements)
• Establish and maintain clear, strong coordination to implement and maintain u-m's best practices in processes, payments, financial tracking, and procedures that facilitate a2ru operations
• Provide administrative support and scheduling assistance for the executive director and for other a2ru personnel
• Provide administrative support for executive committee meetings, agendas, minutes and scheduling, as well as all other a2ru meetings
• Order and maintain all office supplies and equipment
• Arrange travel for a2ru executive director, staff, and guests
• Other duties as assigned

Conferences and Events (30%)

• Support the a2ru associate director in all aspects of the planning, organization, and financial management of two national conferences.
• Develop and manage event and project budgets
• Develop and maintain a conference sponsorship program
• Track and execute conference-related grant programs including application review, awards, and follow-up reporting
• Serve as a team lead/member as needed for additional a2ru webinars and events, workshops and projects on home and at affiliate campuses

Marketing and Communications (20%)

• Management of efficient and updated communications processes, in close collaboration with the executive and associate directors, by maintaining the a2ru website, contact and mailing lists, regular communication channels, contacts database, social media outreach, and the development, display and distribution of all marketing and program materials
• Professionally represent a2ru to students, faculty, alumni, a2ru partners, and others
• Coordinate graphic design efforts related to newsletters, publications, communications, and marketing

Required Qualifications*

• Bachelor's degree and 3-5 years of progressively responsible event management and administrative experience, or equivalent professional experience.
• Experience with organizing and promoting events, preferably in higher education settings.
• Highly organized, attentive to detail and accuracy, and strong record-keeping skills are essential.
• Demonstrated ability to present ideas to increase efficiency.
• Excellent verbal, written and interpersonal skills with a strong customer service focus and demonstrated commitment to creating a positive work environment.
• Demonstrated ability to successfully interact with various management levels and department staff internal and external to the university.
• Demonstrated ability to accurately follow directions, as well as proven initiative to gather information and resources needed to assure assignments are completed in a thorough and timely manner.
• Demonstrated ability to work in a team environment as well as independently, set priorities, multi-task, handle multiple assignments and deadlines, and display excellent judgment while operating in a flexible and professional manner.
• Strong technical proficiency, including ms applications (word, excel, powerpoint); google calendars and documents.
• Demonstrated ability to take initiative and tolerate a moderate degree of ambiguity while still working collaboratively as part of a team.
• Ability to quickly learn new technical systems for accessing data, creating necessary reports, using crm and other communication systems.

Desired Qualifications*

• Working knowledge of applicable university policies and procedures.
• Familiarity with higher education culture, reporting structure and decision-making.
• Interest in the arts and art-making, creativity and design thinking, student development and/or integrative stemm fields.

Modes of Work

The work requirements allow both onsite and offsite work and an employee has an expected recurring onsite presence. On occasion, the employee may be required and must be available to work onsite more frequently if necessitated by unit leadership or their designee and/or the job requirements.

Additional Information

Visit a2ru.org for more information about the alliance and a link to the job opening on the university of michigan's career website.

U-M EEO Statement

The university of michigan is an equal opportunity employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.