What are the responsibilities and job description for the Program Coordinator, Gaede Institute for the Liberal Arts and Sacred Stories Project position at Westmont College?
Program Coordinator – Sacred Stories Project and the Gaede Institute for Liberal Arts
Full Time
Position Summary: Provide planning and logistical support for all Lilly Endowment-supported initiatives including Frontiers, the Westmont Center for Thriving Communities, the Westmont Young Adult Leadership Lab, the Incarnational Preaching Project, and the Sacred Stories Project. In addition, provide planning and logistical support for other Gaede Institute programs.
Qualifications: Requirements include: personal affirmation of the Christian mission of Westmont College and the Community Life Statement and adherence to its behavioral expectations; a bachelor’s degree, preferably in a liberal arts related field or from a liberal arts institution; strong understanding of liberal arts education; 1-2 years of administrative experience; outstanding organizational skills; ability to coordinate logistical details of multiple complex projects simultaneously; outstanding communication skills, including interpersonal communication, public speaking, editing, and writing; ability to create and sustain relationships with other departments and with outside organizations; ability to work effectively with diverse constituencies; ability to work independently and to complete tasks in a timely manner with excellent attention to detail; strong software skills including ability to use Google Workspace, Microsoft Office, and Salesforce; willingness to learn new technologies as necessary (e.g., Marketing Cloud, desktop publishing, photo editing, and website development software); experience in a congregational ministry setting is preferred.
Responsibilities:
Program/Event Planning
- Provide logistical project management related to services, schedules, travel, promotion, task delegation, and other event details.
- Serve as primary point of contact for off-campus vendors and on-campus services.
- Oversee registration processes for programs/events.
- Participate in facilitating programs and events, occasionally on weekends and evenings.
- Generate and distribute publicity materials.
Data Management, Salesforce, and Marketing Cloud
- Implement strategies for managing program and network data.
- Serve as primary Salesforce and Marketing Cloud specialist, overseeing data collection, entry, and organization, and managing Marketing Cloud strategy and deployment.
Financial Tracking, Analysis, and Reporting
- Process program and event expenses in Ramp and Vendorlink.
- Track revenue and expenses for grant-funded initiatives and other Gaede Institute programs.
- Conduct reconciliations between internal fiscal tracking systems and Vendorlink records.
- Assist in preparing annual financial reports for grant-funded programs.
Public and Programmatic Communication
- Communicate courteously and effectively with internal and external audiences, including through individual and mass email, postal mail, event promotional materials, and calendar scheduling.
- Serve as a primary contact for registered program and event participants.
- Respond to inquiries from the public regarding programs and events.
- Create a welcoming office environment for visitors.
- Maintain program/event websites.
Office Workflow and Administration
- Assist in implementing workflow solutions, overseeing and coordinating efficient shared practices in Asana, Google Calendar, Gmail, and other office platforms.
- Coordinate travel for staff and program participants.
Other Responsibilities
- Expectations for workplace demeanor include but are not limited to: working collaboratively and harmoniously with colleagues, clients, and others by sharing ideas and resources willingly, constructively and positively; listening to and objectively and respectfully considering the ideas and perspectives of others; readily admitting and correcting personal mistakes; meeting commitments; keeping colleagues closely informed about work progress; addressing problems willingly and constructively to discover practical and lasting solutions acceptable to all parties; working promptly toward reconciliation and forgiveness during conflict; respecting the diversity of our community in words and deeds.
- Other duties as assigned.