CE Program Coordinator

$50,190 - $54,080/Yr

University of Pennsylvania - Philadelphia, PA

Full-time - Entry Level

Philadelphia, PA

Educational Services

About the position

The CE Program Coordinator at the University of Pennsylvania plays a vital role in the planning and execution of continuing education programs and events. Reporting to the Senior Director of Continuing Education, this position is responsible for coordinating in-person, online, and hybrid events, ensuring a seamless experience for all participants, speakers, and vendors involved. The coordinator must possess strong organizational skills and the ability to anticipate needs, proactively addressing potential challenges before they arise. This role requires excellent communication skills to liaise effectively with various stakeholders, fostering collaboration and trust among all parties involved in the events. The CE Program Coordinator is expected to maintain a high level of professionalism and may need to work early mornings, late evenings, and weekends to support onsite and virtual programs. Key responsibilities include serving as the on-site point of contact during events, managing attendee check-in, and ensuring adherence to program schedules. The coordinator will also coordinate with IT and facilities teams for technology setup and venue preparation, handle speaker communications, and manage administrative tasks such as creating online registrations and processing payments. A critical aspect of the role involves ensuring compliance with the American Dental Association Continuing Education Recognition Program (ADA CERP) guidelines by verifying educational materials and uploading attendance reports. The coordinator will input program details into various systems to ensure a seamless program experience and perform additional administrative duties as assigned.

Responsibilities

• Serve as the on-site point of contact during events, managing attendee check-in and addressing inquiries or issues that arise.
• Coordinate with IT and facilities teams to ensure proper technology setup and venue preparation, including space configuration and signage.
• Handle speaker communications, pre and post-event attendee communications, promotional material distribution, and email list management.
• Perform administrative tasks such as creating online registration and courses in the Continuing Dental Education portal, managing the CE inbox, and coordinating speaker travel and lodging.
• Process vendor and speaker payments and update webpages as necessary.
• Ensure compliance with ADA CERP guidelines by verifying educational materials and uploading attendance reports.
• Input critical program details into various systems to ensure a seamless program experience.
• Perform additional administrative duties and projects as assigned.

Requirements

• Bachelor of Arts and 2 to 3 years of experience or equivalent combination of education and experience is required; experience preferably coordinating programs or special events in a corporate or university environment.
• Ability to work autonomously and in a team-based environment.
• Experience with public speaking is a plus.
• Proficiency with Outlook, PowerPoint, Excel, Zoom, Teams, and ability to easily adapt to new systems.
• Effective project management skills for managing ongoing multiple priorities.
• Ability to maintain composure, effectiveness, and a pleasant demeanor under pressure.
• Effective oral and written communication skills, with the ability to listen actively and explain information clearly.
• Ability to work weekends, early mornings, and evenings as needed for programs and special events.

Nice-to-haves

• Experience with public speaking.
• Familiarity with event management software and tools.

Benefits

• Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
• Tuition assistance for employees, their spouses, and dependent children.
• Generous retirement plans including Basic, Matching, and Supplemental retirement plans.
• Substantial time away from work for personal needs.
• Long-term care insurance for faculty and staff and eligible family members.
• Wellness and work-life resources to support health and balance.
• Professional and personal development resources.
• Access to a wide range of University resources and cultural activities.
• Discounts on goods and services for faculty and staff.
• Flexible work options to promote work-life balance.
• Forgivable loan for eligible employees interested in home ownership in West Philadelphia.
• Adoption assistance for qualified expenses related to legal adoption.