Program Coordinator/Program Administrator

The Program Coordinator/Program Administrator is an integral member of the Youth Impact Lab (YIL) team responsible for the effective planning, execution, and evaluation of key YIL programs and initiatives. The primary areas of responsibility include establishing or improving systems and supporting all operational activities for YIL programs, most notably our educator training programs, EPIC licenses and the annual Summer Study program for high school students.

WHAT YOU WILL DO

Youth Impact Lab (online, hybrid and in-person programs)

• Develop and/or maintain tracking systems for all operations, outreach, application, registration, and evaluation elements of YIL programs.
• Master and utilize various software for the application, registration, and evaluation elements of YIL programs (current examples include Slate, Cvent, Airtable).
• Prepare and track program-related contracts and client invoices; process faculty and Academic Mentors compensation.
• Create and update presentations, prepare program materials, issue certificates.
• Serve as tech support/driver for Zoom/Webex meetings, events, classes.
• Manage conference and speaking engagement logistics.
• Assist in the creation and update of print materials, web content (website editing required), and social media content.
• Monitor the YIL email/phone line; respond to inquiries; troubleshoot and triage queries as needed.
• Assume additional responsibilities as required.
   

Summer Study Program:

• Support the planning and operations of the Summer Study program for high school students including pre-program planning as well as student recruitment.
• Manage the admission process for Summer Study students (via Slate).
• Ensure that all students participating in Summer Study are compliant with the necessary paperwork, tuition deposits, payments, documents, etc.
• Support scholarship recipients and ensure that all of their technology and other needs are met.
• Recruit and supervise Summer Study Academic Mentors (Babson undergraduate and graduate students). This includes working with HR to track and confirm all necessary forms have been completed and all requirements have been satisfied.
• Assist the YIL directors with Academic Mentor training; update training materials, policy and procedure documents and communicate its content to throughout training and on an ongoing basis; train Academic Mentors on how to use Canvas.
• Work with the YIL directors to update the system for tracking, seat management, etc. based on cohort sizes and composition.
• Work with Babson technology team to reserve appropriate Canvas classrooms, zoom classrooms, and other technology platforms to support the students’ enrollment.
• Provide logistical and administrative support for the Summer Study program as needed by the YIL directors and the Summer Study teachers; this includes providing Zoom support during all large group class meetings and Canvas support throughout the summer.
• Create presentations and manage info sessions.
• Develop program wrap up documents (demographics, PPT presentation) at end of Summer Study; leverage Academic Mentors to help with analysis.

EPIC:

• Maintain systems for tracking of EPIC licenses, Canvas classrooms and certified educators.
• Provide Canvas classroom support and training for Teachers of the EPIC curriculum.
• Provide consistent outreach to clients and support them in troubleshooting, reporting and data gathering.
• Assume additional responsibilities as required.

YOUR TEAM WILL INCLUDE

Graduate Assistants and student employees including Summer Study Academic Mentors

WHAT EDUCATION AND SKILLS YOU WILL NEED

Associate’s Degree

For the Program Coordinator level, requires a minimum of 1-3 years of related experience; for the Program Administrator level, requires a minimum of 3-5 years of related experience.

Must have excellent oral, written, and interpersonal communication skills and demonstrate strong attention to detail

Demonstrated ability to work with ethnically, culturally, and socially diverse students, staff, faculty, and other constituencies.

Must have excellent project management skills, and be capable of handling multiple projects at one time and meeting deadlines

Ability to work autonomously on complex tasks and continuously update and improve operations and communication processes.

Ability to work independently to solve problems and proactively look for opportunities to take on responsibility that contributes to a successful program

Must have strong customer-service orientation

Must have excellent organizational skills with particular ability to prioritize work, take initiative and complete tasks with minimal supervision.

Ability to handle complex and confidential information with discretion

Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results

Anticipates and embraces change; demonstrates willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.

Strong technology skills including proficiency in Microsoft Office and MS365 (Word, Excel, PowerPoint, SharePoint, One Drive, Teams, Outlook/Calendar), and online meeting platforms like Zoom or Webex

HOW AND WHERE YOU WILL WORK

Must have had a valid unrestricted U.S. Driver’s License for one year, and maintain throughout employment an insurable (as determined by the College’s insurer’s criteria) or a satisfactory driving record; must successfully complete and pass the College’s vehicle training program within the first 30 days of employment; annual or more frequent review of employee’s driving record based on the College insurer’s criteria; and safety training as required by management.

Must be able to occasionally attend programs, meetings, and events during evenings and/or weekends. This is a full-time role with peaks leading up to and during the virtual Summer Study program (June-July) and when Certificate programs are being run.

ADDITIONAL SKILLS YOU MAY HAVE

• Bachelor’s Degree preferred
• Experience supervising college and graduate school-age workers is helpful.
• Enthusiastic self-starter with strong desire to empower youth and their educators and community leaders preferred.
• Prefer experience working with diverse and global audiences or stakeholders
• Experience with Salesforce, Slate (or other CRM software), Canvas (or other learning management system), Cvent (or other event registration software), Slate (or other enrollment software); and website editing is preferred
• Fluency in Spanish is a plus