Program and Communications Coordinator

Title: Program and Communications Coordinator

Executive Area: Academic Affairs

College/School/MBU: Humanities & Fine Arts

Department: Programs and Centers

Work Location: Amherst

Schedule:Full Time

Work Arrangement:Hybrid

Job Summary

This Program and Communications Coordinator Institute for Holocaust Genocide and Memory Studies (IHGMS) provides comprehensive administrative and operational support to the Institute with a significant emphasis on managing and advancing the Institutes digital presence. The role encompasses ownership of the Institutes public-facing website and communications platforms coordinates the Directors operations plans and supports public programs and events and manages operational and facilities coordination.

Essential Functions

Maintains Institute communications platforms and digital content including designing maintaining and updating the Institutes public-facing Drupal website; supporting Institute marketing and communications through video editing and IHGMS YouTube channel graphic design and poster design and livestream technical support for public programs and events; and managing Institute listservs and outreach campaigns via Salesforce Marketing Cloud.

Manages administrative and operational support to the director prioritizing competing demands and coordinating complex meetings and initiatives. Serves as primary liaison for the Director exercises discretion and sound judgment in communications with faculty staff external partners visiting scholars and groups representatives from partner institutions and the Institute Board. Oversees communications meeting logistics event planning and coordination for the Institute Advisory Board ensuring effective execution of board activities and Director priorities. Represents the Institute in sensitive communications related to Holocaust and genocide history survivor communities and public memory applying professionalism and independent judgment while maintaining confidentiality and fostering productive relationships with internal and external stakeholders.

Manages the financial administration and purchasing operations by monitoring budgets and fund activity. Prepares and reconciles monthly financial reports oversees expense reporting and travel reimbursements through Concur produces and analyzes Summit financial reports and administers procurement activities through BuyWays including supplier requisitions purchasing transactions and order management.

Plans promotes and coordinates Institute events and public programming including public workshops conferences webinars and lectures; oversees speaker travel and accommodations payments and directs on-site event operations to ensure successful program delivery.

Oversees operational logistics facilities coordination and external engagement by serving as the primary liaison with Facilities campus service units museum docents and external visitors. Manages visitor communications and tour operations. Coordinates operational aspects of capital improvements and renovation projects including site visits project logistics and collaboration with architects contractors and building inspectors. Monitors facility conditions identifies operational needs coordinates maintenance and service activities and provides recommendations to the Director to support the effective stewardship of Institute facilities.

Other Functions

Performs other duties as assigned.

Minimum Qualifications

Bachelors degree and three (3) years of progressively responsible professional experience in administrative operations business operations program administration project coordination or executive support.

Proficiency with website design and management systems (e.g. Drupal) as well as email marketing platforms (e.g. Salesforce Marketing Cloud).

Experience with basic graphic design video editing or digital communications tools. Experience drafting or managing professional correspondence and communications.

Experience supporting financial purchasing or budget-related administrative processes.

Experience supporting complex administrative operations involving multiple functional areas (e.g. finance events communications or facilities).

Experience supporting events or programs with logistical coordination responsibilities. Experience coordinating schedules meetings or events involving multiple stakeholders.

Demonstrated ability to exercise sound judgment handle sensitive information and communicate effectively with diverse internal and external stakeholders.

Experience working with office and/or communications technology platforms (e.g. scheduling systems databases or content management tools) with the ability to learn new systems.

Preferred Qualifications

Experience supporting events conferences or public-facing programs.

Experience working in a higher education nonprofit museum or cultural institution setting.

Working Conditions

Work is primarily performed in an indoor university environment and involves lifting and transporting materials or equipment and general physical activity including prolonged standing walking or assuming low postures.

Work Schedule and Work Arrangement

Friday 8:00 a.m. to 5:00 p.m. 37.5 hours per week

This position has the opportunity for a hybrid work schedule which is defined by the University as an arrangement where an employees work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the Professional Staff Union it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.

Salary Information

Pay Grade:PSSAP Grade 26

Click here to view the Professional Staff Hiring Ranges

Special Instructions for Applicants

Along with the application please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.