Program Coordinator

The OLLI-UA Program Coordinator position plays a vital role in the day-to-day operational management and administration of the Osher Lifelong Learning Institute at the University of Arizona (OLLI-UA). OLLI-UA, a 501(c)(3) Affiliate Partner of the University of Arizona, provides a unique community lifelong learning environment designed for adults 50+. OLLI-UA serves 1,000+ members with both in-person classes (multiple campus in Tucson and Green Valley) and online classes. We offer thousands of hours of programming each year. Additionally, the program serves a health and wellness purpose, keeping members active mentally and engaged socially. OLLI-UA is volunteer-driven with just four paid staff members who administer the program. The program is part of the office of Continuing and Professional Education at the University of Arizona. This is one of two Program Coordinator positions and the following activities are shared between both positions.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Program Coordination (Online and In-Person Support):

• Assist in providing outstanding service and support to all current and prospective members of OLLI-UA, as well as members of the community and University of Arizona faculty and staff.
• Assist in program planning, implementation, and monitoring, working closely with the OLLI-UA Program Manager, Program Coordinator, Office Specialist, Sr., and nonprofit partner leadership.
• Assist in coordinating OLLI-UA program activities, which principally include the management and oversight of each semester rollout.

Ensure that objectives and timelines are met in a timely manner. Related activities include:

• Coordinating scheduling of key semester dates for each OLLI-UA campus.
• Coordinating a database driven curriculum proposal submission and review process utilizing electronic web forms and tools.
• Developing master class schedules for each term.
• Overseeing class registration setup and administration.
• Generating marketing communications and materials for use at the campus level, including bulk Mailchimp emails, class catalogs, registration forms, member nametags, evaluation reports, membership directories, and other tools.
• Provide on-site membership purchase and class registration support for new and returning members at Discover OLLI-UA and Help Desk events.
• Sit as ex-officio member on assigned OLLI-UA committees, which may include (but are not limited to) Membership & Outreach and Curriculum Committees, and Campus Councils.
• Ensure streamlined operational practices, facilitating the sharing of best practices across OLLI programs.
• Train volunteer leaders in the use of technologies and tools used by OLLI-UA, including Google Drive, MailChimp, Zoom, Registration System.

Membership and Outreach:

• Work with OLLI-UA leadership and broader community to develop and promote OLLI volunteer activities; expand learning opportunities and special programs.
• Help develop volunteer recruitment, tracking and recognition programs.
• Assist in recruitment of new members, volunteers, class leaders, and community partners through membership and outreach initiatives and offsite promotional events.
• Develop and maintain reports to track and measure impact and success.

Administrative:

• Assist in providing phone and email support for current and prospective members, which may include assisting with membership purchases, class registration, UA CatCard/DCC requests, and forgotten usernames and passwords.
• Update OLLI-UA CMS website and registration system.
• Draft, compile, analyze and submit reports to leadership and UA Administration, as designated.
• Process payments using credit card terminals, handle cash and check receipts and submit deposits to UA Bursar's Office.
• Act as backup for financial reporting, processing of invoices and reimbursements through UAccess Financials.
• Maintain accurate member and registration database.
• Assist and help maintain donor database, tracking gifts to OLLI-UA in Raiser's Edge/ Lynx, for annual giving campaigns.
• Assist as needed with CatCard/DCC year-end rollover, ensuring all DCC rollovers were active within the fiscal year.
• Create and maintain UA branded e-newsletter distribution lists and templates using Mailchimp.
• Is vital backup when other staff members are absent.
• Other duties as assigned and relevant to this position.

Knowledge, Skills, and Abilities:

• Strong problem-solving skills as issues are varied and involve some evaluation and interpretation. Problems are typically solved by drawing from prior experiences, with analysis of the issues, and may require innovation and creativity.
• Ability to obtain and/or provide information requiring significant explanation or interpretation.
• Ability to perform work with moderate guidance. Some work may be reviewed for soundness of judgment, accuracy, and alignment with overall objectives.
• Ability to work as a part of a team as well as independently.
• Strong skills in the use of computers, systems, business software, and office equipment including the MS Office Suite, Word Excel, Outlook.
• Knowledge and skills of Microsoft Excel spreadsheets, formulas, functions and data analysis/analytics reporting techniques.
• Ability to be adaptable with new technology, learning and change.
• Ability to prioritize tasks and responsibilities based on program needs, including managing and tracking multiple tasks simultaneously.
• Ability to communicate professionally with a variety of stakeholders.
• Excellent verbal and written communication skills.
• Ability to manage stress during high-peak registration periods.
• Strong interpersonal skills.
• Ability to demonstrate accuracy, attention to detail, thoroughness, and reliability in the performance of job responsibilities.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

• Demonstrated experience in business analysis, training and project management.
• Demonstrated experience and comfort with data analytics processes and tools.
• Experience working with adult learners.
• Experience in marketing, graphic design, social media Passion for lifelong learning and/or mission driven work.
• Prior University of Arizona Work Experience.