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The Senior Program Coordinator is an essential position within the School of Architecture (SOA) Academic Services Office and is critical to the continuity of daily operations, student services, recruitment, event management, and alumni engagement. This role requires regular on-site presence and the consistent exercise of independent judgment to support academic, administrative, and programmatic functions of the School.
The Senior Program Coordinator performs technical and complex administrative work, as well as general clerical duties, in support of the day-to-day operations of Academic Services. The position coordinates and manages a wide range of SOA events, works closely with faculty organizing symposiums, lecture series, and gallery exhibitions, and collaborates with the Associate Dean on student-, parent-, and alumni-facing initiatives. Oversight of the SOA Shadow Program for prospective students and families is a core responsibility. The position also includes data compilation and analysis and support for budgetary monitoring of Academic Services accounts.
This position reports directly to the Associate Dean of the School of Architecture.
Essential Functions and Responsibilities
The coordination and execution of the Annual SOA Career Forum is a mission-critical responsibility of the Senior Program Coordinator and is essential to the School of Architecture’s student success, employer engagement, and post-graduation outcomes. The Career Forum is the School’s primary career placement event and requires sustained, on-site leadership, advanced planning, and cross-unit coordination to ensure its successful delivery.
Essential responsibilities include:
- Lead and manage all planning, coordination, and execution of the Annual Career Forum, ensuring continuity, quality, and compliance with University standards.
- Coordinate employer participation, interview schedules, portfolio reviews, and workshops in collaboration with the Toppel Career Center.
- Serve as the primary liaison between employers, SOA faculty, students, and alumni to support recruitment, internships, and professional placement opportunities.
- Manage the collection, organization, and preparation of student work for the Annual Student Portfolio Book, a key recruiting and branding tool distributed in advance of the Career Forum.
- Ensure event logistics, timelines, communications, and deliverables are met.
- Exercise independent judgment to resolve issues in real time, respond to employer and student needs, and maintain the professional reputation of the School of Architecture.
- Engage with local and domestic professional representatives, promote Handshake as a career tool, and strengthen employer relationships benefiting SOA students and alumni
Academic Services Operations
The Academic Services Office is the central office supporting all academic-related matters for SOA, including recruitment, daily operations, career placement, and alumni engagement.
- Provide direct assistance and support to the Associate Dean with recruitment events, including AIA-sponsored college fairs and University-sponsored admissions events.
- Ensure compliance documentation and coordinate with Risk Management for off-campus site visits and related activities.
- Assist in scheduling non-academic events using 25Live for SOA and faculty space requests outside traditional classroom assignments.
- Manage access scheduling via the CS Gold system for SOA faculty and staff.
- Manage the front desk as the primary point of contact for all SOA visitors, including prospective students and families; respond to routine inquiries and provide school tours as needed.
- Complete special assignments involving the collection, organization, and analysis of data that may inform significant academic or administrative decisions.
- Resolve complex issues referred by staff or supervisors using independent judgment.
- Supervise student employees within the unit, including scheduling, training, oversight of daily activities, and assistance with performance evaluations.
- Establish and implement office procedures to ensure work products meet required timelines and quality standards.
- Handle unique and sensitive situations requiring discretion and individualized judgment.
- Provide ancillary support to the Dean’s Office, faculty, and Budget Officer as needed to maintain essential operations.
Event Management
- Manage SOA events serving diverse audiences, including alumni, current students, faculty, prospective families, and the community.
- Secure catering, food services, bartending, music, and venues as applicable.
- Coordinate event logistics with faculty and administrative organizers, including set-up, clean-up, vendor payments, and expense reconciliation.
- Manage guest lists, invitations, RSVPs, and coordination with the Communications Team.
Events include but are not limited to:
- Gallery Exhibition Receptions (approximately 4 per semester)
- High Lecture Series (approximately 4 per semester)
- Lunch with the Dean (twice per semester)
- Annual Homecoming Barbecue
- Faculty and SOA Symposiums
- Commencement Receptions (Graduate and Undergraduate)
- Awards Day Reception
- Parent’s Weekend Mixer
- Annual Parent Fall Breakfast
- Undergraduate and Graduate Fall Orientations
- Student Ambassador Events
Recruitment & SOA Shadow Program
- Monitor Qualtrics surveys daily for Shadow Program sign-ups.
- Communicate with prospective students and families to confirm participation details.
- Coordinate current SOA Student Ambassadors for shadow experiences.
- Meet and greet prospective students and families on-site; explain program details and coordinate personalized school tours.
- Respond to admissions and application-related questions.
- Ensure completion of exit surveys and support ongoing recruitment communication through the University Salesforce database.
Skills (Qualifications)
- Excellent written and research skills; ability to prepare reports and proposals.
- Experience managing social media platforms and website content.
- Knowledge of visual design tools (Adobe InDesign, Photoshop, and related software) and photography.
- Strong attention to detail and ability to follow precise requirements.
- Adaptability and willingness to perform a wide range of essential duties.
- Excellent time management skills and ability to manage multiple concurrent projects.
- Proficiency in Microsoft Office Suite.
Education & Experience
- High school diploma required; some college coursework in a related field preferred, or an equivalent combination of education and professional experience.
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Job Status:
Full time
Employee Type:
Staff
