Program Specialist for Executive Education

The Program Specialist for Executive Education provides academic, administrative, and operational support for the Executive Education efforts in the College of Business (COB). This position works closely with the Assistant Dean for External Relations, the Director of Academic Programs and the Faculty Directors of UCCS Executive Education and the Executive Doctor of Business Administration Program. The position is responsible for event planning and support, day-to-day operations to include purchasing and contracts, assisting with program planning and execution activities, assisting with marketing efforts, and assisting with the student path - from recruitment to graduation. Some early morning, evening and weekend hours are required. Other duties as assigned.

Who We Are

The University of Colorado Colorado Springs (UCCS)  is one of four campuses in the University of Colorado system and is home to over 9,500 undergraduate and 1,900 graduate students. The AACSB International accredited College of Business enrolls approximately 2,000 students annually. The College of Business offers comprehensive undergraduate degrees, select master’s degrees, and professional programs that emphasize principle-based ethical decision making. 

Colorado Springs  (pop. 450K+) is situated at the base of Pikes Peak, offers many recreational and cultural activities and was recently ranked by U.S. News & World Report  as one of the top Best Places to Live in the U.S.
Job Duties:
Program Planning: assists with program planning strategies and activities.

• Assists with program planning, organization and execution activities. This includes scheduling meetings with faculty and staff, assisting with overall program design, and anticipating needs for successful execution.
• Builds webpages, registration pages, and payment options for programs and events.
• Assists with individual program budgets, including projections, cost estimation, and budget-to-actual tracking. 
• Coordinates and prepares for program meetings with participants, organizations, faculty, stakeholders, and College leadership.

Program Marketing: assists with program marketing activities.

• Assists with conducting market research, including industry and potential customer data collection, compilation, and organizing data into meaningful results.
• Manages and regularly updates customer databases for marketing, including customer mailing address and email database management.
• Assists indirect marketing efforts for prospective program participants and organizations, including email, mailers, phone calls, in-person meetings, and coordination of information sessions.
• Assists in recruiting efforts for prospective program participants for specific programs.
• Collaborates with the COB Marketing Coordinator on marketing strategies and coordination of marketing efforts including email campaigns, direct mail campaigns, press releases, advertisements, social media marketing, marketing piece design, event calendar submissions, media promotions, and general community and university communications.

Event Planning: organizes and coordinates programs and events.

• Responsible for event planning, logistics and management to include venue/room selection, technology support, catering, room design and set-up, parking, training materials support, and procurement.
• Assists with program/event planning and coordination specifications with faculty and instructors, including obtaining special training materials, assembling program materials, and planning for delivery of programs.
• Coordinates program communication for participants and instructors of programs.
• Communicates with and assists potential program participants with registration process and specific steps for registration and payment for programs.
• Organizes, manages, and tracks materials for programs and events. 
• Coordinates all after-event and after-program communications, payments, and logistics.
• Creates, sends, and compiles after-program surveys. Assists the Director in the review and analysis of survey results, and action steps.

Data and Information Management: maintains accurate records of program information.

• Assists with collection and maintenance of customer relationship management data, information, and records.
• Manages program and event records including data, information, and results on all in-process and past programs.

Administrative Support: provides administrative support for the Executive Education programs.

• Assists in scheduling meetings with community professionals and organizations.
• Assists the Director in tracking and submitting supporting documentation and receipts for meetings, programs, events and reconciling payments.
• Assists with providing and executing necessary contracts for programs, program participants and faculty.
• Prepares for meetings with appropriate materials, handouts, and marketing pieces.
• Provides timely information via email, phone calls, and in-person meetings regarding Executive Education offerings, programs, and events.

Representation of Program: acts as professional representative for Executive Education.

• Serves as the concierge for program participants - through the recruitment, admission, registration and graduation processes and events.  Ensuring that the program participants receive a high touch and quality experience. 
• Serves as a liaison between the College of Business and community professionals, stakeholders, program participants, faculty, and professional contacts.
• Attends appropriate meetings in the community and on campus on behalf of the College of Business Executive Education Programs

Job Competencies:

• High level of customer service and hospitality skills.
• Possess a high level of integrity, ethical decision-making skills, discretion and sound judgement.
• Highly organized and independent worker.
• Ability to work in a fast-paced environment.
• Strong attention to detail with the ability to effectively coordinate a number of projects simultaneously is crucial.
• Manage various objectives, projects, and groups to make judgment on prioritizing and time management.
• Strong interpersonal skills to include excellent written and verbal communications. 
• Ability to work with diverse populations in a multi-cultural environment that is committed to diversity and equality in education.
• Ability to compile data and prepare reports to include financial statements.
• Knowledge of project planning and development. Ability to meet project deadlines.
• Knowledge of event management and the ability to plan, organize, execute, and coordinate events.
• Proficient in Microsoft Office programs and other commonly used software programs applicable to business operations. 
• Ability to perform assigned responsibilities with minimal to moderate supervision.
• Ability to generate and maintain productive, professional working relationships with internal and external partners.

This position has been determined to be exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

What We Offer

Salary Range: Generally starting at $37,031 - $47,782 per year.
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
The University of Colorado offers excellent benefits, including medical, dental, retirement, paid vacation and time off, and a tuition benefit. Information on university benefits programs, including eligibility, is located at http://www.cu.edu/employee-services . Total compensation goes beyond the value on the paycheck.  Please consider reviewing the Total Compensation page at Total Compensation Calculators | University of Colorado .
Tentative Search Timeline:

• Complete applications received by 5:00 PM Mountain Time on September 30, 2021 (Thursday) will receive full consideration.
• The potential dates for interviews with the search committee will be mid October 2021. 
• The potential dates for interviews with the supervisor and appointing authority will be late October 2021. 
• The potential employee start date is November 2021.

The University of Colorado is committed to providing a safe and productive learning, living, and working community. To assist in achieving this goal, we conduct background investigations for all prospective applicants being considered for employment. Background investigations include a criminal history record check and a sex-offender check, and when appropriate, a financial and/or motor vehicle history check.

UCCS is an equal opportunity and affirmative action employer. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University of Colorado does not discriminate on the basis of race, color, creed, religion, national origin, gender, disability, age, veteran status, sexual orientation, gender identity or expression, genetic information, political affiliation or political philosophy in its programs or activities, including employment, admissions, and educational programs. Alternative formats of this ad can be provided upon request for individuals with disabilities by contacting the Office of Human Resources at (719) 255-3372.

To perform this job successfully, an individual must be able to perform each of the established essential functions and meet the physical and environment demands described satisfactorily. The requirements listed are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, physical and environmental demands.
Applicants with disabilities: If you have a mental or physical impairment, which limits one of your major life activities (e.g. walking, hearing, seeing, speaking, breathing, or learning) and require special accommodations for testing or interviewing, it is your responsibility to notify the office scheduling the interview or test at least 3 working days before the interview or test date. If you need special accommodations at the work site, you must notify the appointing authority or Human Resources.

The Immigration Reform and Control Act requires that verification of employment eligibility be documented for all new employees by the end of the third day of work.

Minimum Qualifications:

• Completed Bachelor’s degree from a regionally accredited institution.
• At least two (2) years of full-time equivalent high level administrative experience.
• At least two (2) years of full-time equivalent professional event planning experience (for example, as a job duty of a current or previous positions).

Preferred Qualifications:

• Experience working with faculty and staff in a traditional university setting.
• Experience working with community professionals and organizations.
• Experience performing finance functions such as maintaining and monitoring budgets, creating purchase orders/requisitions, and procurement duties.
• Experience with campus information systems and reporting tools (e.g. PeopleSoft, Concur Travel & Expense System)
• Experience with marketing tools (e.g. Marketing Cloud, Cvent, Drupal).

Physical Requirements:

• While performing the duties of this job, the employee is frequently required to sit. 
• Employee is occasionally required to move, stoop, and bend.
• Employee is required to kneel, crouch, crawl, reach and handle.
• Tasks may involve using a computer screen continuously for long periods of time
• Ability to type on a keyboard and use a mouse continuously for long periods of time.
• The employee must occasionally lift and/or move up to 20 pounds.