Program Coordinator job at University of Utah in Salt Lake City, UT 84112

Job Description

Want to make a real difference in your community while working in a creative, forward-thinking organization? University Connected Learning (UCL) opens the doors of Utah’s flagship university to people of all ages and keeps Utahns passionate about life and learning. Combine all the benefits of working at the U with being part of a fun, dynamic team that enriches the lives of community members. Join us!

The Go Learn Program Coordinator provides administrative and traveler support for a boutique travel program housed within UCL at the University of Utah. Led by University of Utah professors and experts, Go Learn trips take travelers all over the world. The Program Coordinator provides detailed administrative support and works closely with the Director and Program Manager to schedule itineraries, provide customer service, issue payment contracts, ensure proper accounting, and provide on-location support.

We believe that the diversity of our community is to be celebrated, and inclusion of all people is a key component of success and resiliency. We are working towards creating a better pathway for all people in our community to engage and work together in celebration of our differences and lived experiences. We plan to invite candidates to interview with our team the week of July 10, 2023 with an anticipated start date of August 16, 2023.

Responsibilities

Performs the administrative and customer service duties needed to serve Go Learn travelers, trip leaders, and staff under the direction of the Director and the Program Manager. Job duties include:

Assists with trip building and scheduling itineraries, support needs, and Go Learn services as directed by Program Manager and Director
- Emails and calls hotels, airlines, museums, restaurants, etc. as directed
- Emails and calls trip participants and facilitators to gather information
- Requests trip artwork with Marketing
- Coordinates Marketing and digital ads, mailings, outreach, website updates, etc.
- Adds trips to registration system
- Books insurance for trip participants
Creates and submits Requests, Expenses, etc. in Concur with and on behalf of Faculty Trip Leaders as directed by Program Manager and Director
Makes department purchases and manages PCard reallocations and monthly paperwork
Provides Tier 1 customer support via phone, email, etc.
Coordinates trip participant needs, deliverables, and meetings as directed by Director
- Emails trip participants with periodic updates and touchpoint emails
- Sets up payment plans and collects payments
- Sets up waivers/agreements and collects signatures via Docusign
- Schedules pre-departure, reunion, orientations, and other meetings as needed
- Arranges catering as needed
- Prepares trip participant packets, posters, etc.
Act as on-location support of a Go Learn trip as needed
Other duties as assigned

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency typically required

o Nearly Continuously: Hybrid office environment.

Physical Requirements and Level of Frequency that may be required

o Nearly Continuously: Sitting, hearing, listening, talking.

o Often: Repetitive hand motion (such as typing), walking, bending, reaching overhead.

Minimum Qualifications

Bachelor’s degree in a related field plus one year directly related experience or equivalency (one year of education can be substituted for two years of related work experience). Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Department Specific Qualifications:

high-level of organization, attention to detail, and a commitment to providing excellent customer service
knowledge of computers and various software for project management and travel accounting
genuine and effective human relations and communication skills

Preferences:

knowledge and experience specifically related to SAP Concur, Wrike, Outlook, and Salesforce and/or ability to learn new software easily
experience with University of Utah purchasing and travel policies and processes
have a valid passport or willing to get one
proficiency in speaking, writing, and reading Spanish

Type

Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

383 University Street, Level 1 OEO Suite

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email: employment@utah.edu or call 801-581-2300.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

* Do you have a related Bachelor's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
- Yes
- No

* Indicate the number of years experience you have in coordinating program activities, developing and implementing program goals, creating financial reports, and/or editing promotional or educational materials:
- No experience
- Less than 1 year
- 1 year or more, but less than 2 years
- 2 year or more, but less than 4 years
- 4 years or more

Applicant Documents

Required Documents

Resume

Cover Letter

Optional Documents

Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission

Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169

Open Date

05/11/2023

Requisition Number

PRN34941B

Job Title

Coordinator, Administrative Program

Working Title

Go Learn Program Coordinator

Job Grade

FLSA Code

Administrative

Patient Sensitive Job Code?

Standard Hours per Week

Full Time or Part Time?

Full Time

Shift

Day

Work Schedule Summary

VP Area

Academic Affairs

Department

02203 - Youth & Personal Enrichment

Location

Campus

City

Salt Lake City, UT

Type of Recruitment

External Posting

Pay Rate Range

$40,000-$45,000

Close Date

Open Until Filled

Yes

Program Coordinator Job at University of Utah, Salt Lake City, UT 84112

OXM4R0MwTmNlR2lJdWIxa0RqWDVlUT09

Job Description

Posting Specific Questions

Applicant Documents

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