Job Title: Program Specialist
Company: The Consortium for Graduate Study in Management
Location: Chesterfield, MO
Reports to: Director, Conferences and Events and Director, Recruiting
Direct Reports: None
Classification: Full-time Exempt

Company Overview:

The Consortium for Graduate Study in Management is the country’s preeminent organization for promoting diversity and inclusion in American business. Through an annual competition, The Consortium awards merit-based, full-tuition fellowships to America’s best and brightest candidates attending one of our 23 member schools’ top-tier MBA programs. In conjunction with our member schools, sponsoring companies, and our elite group of MBA students and alumni, The Consortium has built a 56-year legacy of fostering inclusion and changing the ethnic and cultural face of American business.

Work Location and Schedule:

After completion of the initial probationary period, position is eligible to request up to two days telecommute (remote) work and flexible work hours. During the probationary period, work will occur at the Chesterfield, MO headquarters Monday-Friday from 8:30 a.m.- 5 p.m. Chesterfield is a suburb in West St. Louis county.

Summary:

The Program Specialist will split time between the Recruiting and Events teams. This is a dual reporting role. When working with Recruiting, primary responsibilities are related to the day-to-day operations of supporting students’ and member schools’ needs associated with the application and recruiting cycles. Primary responsibilities in the Events area include managing the various pre-planning and logistical aspects of the Orientation Program & Career Forum annually.

Qualifications:

• Bachelor’s degree required.
• A high level of professionalism and a strong work ethic.
• Capable of working effectively in diverse environments and with diverse constituencies.
• Highly motivated self-starter capable of multi-tasking.
• Outstanding team player who works effectively with others across all departments to achieve successful outcomes.
• Ability to be flexible and diplomatic in a dynamic environment.
• Meeting and event planning experience a plus.
• Strong presentation skills with the ability to adapt messaging to audience.
• Strong organizational skills, attention to details and the ability to produce a quality work product.
• Excellent interpersonal skills.
• Excellent verbal and written communications skills.
• Command of Microsoft Office – Excel, Word, PowerPoint, Access.
• Knowledge of online application systems, CRMs and event registration systems a plus.
• Ability to travel and work extended hours as needed to accommodate peak period workload.
• Capable of managing virtual platforms for recruiting and orientation events.
• Technologically proficient.
• Travel 10-15% as needed.

Duties:

Recruiting and Events (25%)

• Partner with Director, Recruiting to:

o Research viable recruiting options to develop the annual recruiting schedule.

o Compile and maintain data at the completion of each recruiting event to
generate event reports.

o Coordinate with Directors to pull data needed to compile board reports and
class profiles.

o Help organize virtual and on-site recruitment events.

• Represent The Consortium periodically at designated virtual events by facilitating information sessions and webinars as needed.
• Assist the Director, Undergraduate Programs with the annual conference for Competitive Advantage: The Consortium Undergraduate Program.
• Develop and maintain materials for outreach to long-term MBA and undergraduate pipeline partner organizations, etc.
• Manage collateral material updates, orders, supplies, and shipments.
• Utilize and update social media to promote recruiting events.Application and Database Management (25%)
• Review applications for MBA membership.
• Processes Round 1 and Round 2 applications as needed.
• Work with Director, Recruiting to manage communications to applicants and enrolling students.
• Update email templates and HTML in the application and CRM systems.
• Provide customer service support to member schools and students as needed.
• Work with the Director, Application Systems and Recruiting team members on the annual update process as needed.
• Manage prospective student inquiries with the intention of converting to applicant.

Orientation Program and Special Events (30%)

• Create, update, and maintain the annual Corporate Sponsorship Guide to include underwriting opportunities, event timelines, and event details for Corporate Partners.
• Organize and manage all OP-related signage needs; including sizes, graphics, titles, logos, corporate partner information, times, and signage grid.
• Create and continue to update the PowerPoints for on-site sessions with panel speaker information.
• Create, maintain, and update OP-related documents.
• Manage the student housing list with up to 600 attendees and provide accurate data to the hotel to create the reservation list for all programs.
• Create space grids of available meeting space as events are being scheduled.
• Update and distribute annual surveys to all constituent groups upon return from event.
• Update the event guide yearly with new meeting room information, contract concessions, dates, times, and F&B to keep the event details in one location consistent.
• Review annual meeting BEOs for consistency with the event guide for the annual meeting.
• Attend pre-planning meetings for special events as needed (i.e., OP and Board Meetings).
• Provide on-site supervision as appropriate at special events (i.e., OP and Board Meetings).
• Coordinate recruiting events to include RFPs, F&B, set-up, audio visual needs, mailing of materials, and other duties as directed.
• Provide on-site management at OP and Competitive Advantage of all meeting rooms, scanning, and hotel questions as needed.
• Provide additional support and knowledge of underwriting documentation to keep accurate and up to date with daily changes.
• Create, maintain, and book transportation grids with available options for staff and attendees.
• Organize and maintain archive files and data.
• Coordinate the packing and shipment of event materials for all events.
• Assist with all meeting supply orders for events.
• Interact with the 23 member schools to secure information in regards to off-site activities and meeting room needs/assignments for the annual meeting.
• Interact with corporate partners to secure information to provide accurate signage during meal functions, sessions, and other items as needed.
• Connect with students and provide additional support on logistical questions and updates in relation to event questions.
• Work with approved vendors to order/confirm conference materials (i.e. shirts, badges, bags, awards, security, etc.).
• Provide vendors, speakers, and photographer’s conference information and hotel confirmations as directed by Director, Conferences & Events.
• Update, maintain, and manage the speaker/session information and distribute to the appropriate parties as needed.
• Maintain positive ongoing relationships with constituents.

Events Database Management (20%)

• Develop, update, and maintain a working knowledge of an online event registration system, eShow, to assist events, database operations, and corporate relations needs.
• Able to provide knowledge and back-up support on reporting, data, and analytics of online event registration system as needed.
• Reconcile underwriting reservations and holds, apply underwriting discounts in the online event registration system, eShow and provide confirmation to constituents.
• Provide support and information to constituents in regards to registration questions and the online registration process.
• Manage, maintain and approve all speaker information/details in the online registration system, eShow, for the annual event and distribute internally to all applicable parties.
• Run reports through the eShow database to have data to support counts for meal functions, linens, allergies, counts, and additional items needed for annual meeting.
• Run weekly reports of booth selections in database to send to vendor for exhibitor information details.

Note: Other duties as assigned may apply.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person