Program Coordinator

Job Summary

*Cover Letter is required to be considered for this position.

The Office of Planning & Strategic Initiatives (OPSI) is seeking a highly organized and collaborative Program Coordinator to support a growing portfolio of leadership development, employee engagement, recognition, mentoring, and community-building programs designed to strengthen organizational culture and the employee experience across Business & Finance.

This is a highly collaborative, hands-on role in a high-performing, fast-paced environment. This position is based in the Ruthven Administration Building on the University of Michigan's Ann Arbor campus. An on-site presence of at least four days per week is required to support programs, events, executive and team operations, and the day-to-day needs of the portfolio. Some flexibility in schedule may be required based on program and event needs.

Working as part of the team responsible for advancing this portfolio, the Program Coordinator will coordinate the planning and delivery of experiences designed to strengthen connection, professional growth, recognition, and employee experience across the organization. The portfolio includes leadership and professional development programs, employee recognition initiatives, mentoring, events, and other opportunities that bring Business & Finance employees together.

This position will be involved in all aspects of program delivery-from maintaining timelines and participant communications to coordinating event logistics, materials, registration, expenses, and follow-up. The Program Coordinator will also take responsibility for recurring team-building and engagement activities and provide the administrative and operational support necessary to deliver programs effectively. The position will also provide administrative and executive support to the Director, helping coordinate priorities, meetings, communications, and activities across the Director's executive, organizational, and program responsibilities.

The successful candidate will be a highly organized, collaborative, and service-oriented professional who enjoys bringing ideas to life and creating positive experiences for others. They will demonstrate initiative, creativity, sound judgment, flexibility, and strong attention to detail while managing multiple priorities in a fast-paced environment. The ideal candidate will anticipate needs, follow through with appropriate independence, and build positive working relationships with employees and leaders at all levels. They will be equally comfortable contributing to the visible aspects of a program or event and managing the detailed, behind-the-scenes work that makes it successful.

Responsibilities*

• Program & Initiative Coordination - 50%
  Coordinate planning and implementation activities for Business & Finance leadership development, employee engagement, recognition, mentoring, professional development, and organizational culture initiatives.
• Develop and maintain program plans, timelines, calendars, participant information, and supporting documentation.
• Coordinate logistics for in-person, virtual, and hybrid programs and events, including facilities, catering, technology, speakers, materials, registration, and participant communications.
• Support recurring programs such as the B&F Staff Recognition Awards, Lead Team Forum, Administrative Forum, Mentorship Program, employee recognition initiatives, and other leadership and engagement activities.
• Prepare program communications, presentations, agendas, registration materials, surveys, and other participant resources.
• Coordinate with presenters, facilitators, vendors, university partners, planning committees, and participants throughout the planning and delivery process.
• Provide on-site support for programs and events and help ensure participants have a welcoming, organized, and high-quality experience.
• Coordinate post-program activities, including feedback collection, surveys, documentation, expense reconciliation, and lessons learned.
• Take ownership of defined program components and deliverables and increasingly manage assigned activities from planning through completion.
• Support the development and implementation of new programs and initiatives as the portfolio evolves.

Employee Engagement & Community Building - 25%

• Coordinate recurring team-building and engagement activities, including developing ideas, planning logistics, communications, materials, and follow-up.
• Support employee appreciation, recognition, celebrations, and other activities that contribute to a positive and connected workplace.
• Help identify and support the development of new engagement approaches and experiences in response to organizational priorities, employee feedback, and emerging needs.
• Coordinate recognition materials, awards, promotional items, and other program-related resources.
• Maintain annual engagement calendars and help coordinate activities across the broader portfolio.
• Partner with colleagues across Business & Finance to support cross-unit engagement and community-building efforts.

Program Administration & Operations - 25%

• Provide high-level administrative and operational support to the Director, including calendar management, meeting coordination, preparation of materials, correspondence, and follow-up.
• Help manage scheduling and coordination across the Director's program, leadership, and organizational responsibilities.
• Anticipate upcoming needs, deadlines, meetings, and commitments and help ensure appropriate preparation and follow-through.
• Process program and event invoices and maintain accurate supporting documentation.
• Track program budgets and expenses and assist with reconciliation and financial reporting.
• Prepare and process expense reports, purchasing requests, and other financial transactions.
• Schedule meetings and coordinate calendars for planning committees, working groups, presenters, and other program activities.
• Maintain electronic files, participant records, vendor information, program documentation, and shared resources.
• Coordinate purchasing, contracts, registrations, travel arrangements, and other operational needs associated with programs and events.
• Provide meeting support, including preparation of agendas and materials, documentation of action items, and follow-up.
• Provide flexible administrative and operational support as priorities and organizational needs evolve.

Required Qualifications*

• Bachelor's degree or equivalent combination of education and relevant experience.
• Two or more years of progressively responsible experience coordinating programs, events, projects, or related activities, including responsibility for planning, timelines, logistics, communications, and follow-up.
• Experience coordinating multiple concurrent programs, projects, or events from planning through implementation, including managing timelines, competing priorities, logistics, and multiple stakeholders.
• Experience developing and coordinating professional communications and materials to support programs, projects, or events, including presentations, agendas, participant communications, registration materials, or similar resources.
• Experience providing administrative or operational support to leaders, programs, or teams, including responsibilities such as scheduling, meeting coordination, preparation of materials, expense processing, purchasing, or follow-up.
• Experience performing financial administrative functions, such as invoice processing, expense tracking, expense reports, purchasing, or budget reconciliation.
• Experience using standard productivity and collaboration tools, such as Microsoft Office, Google Workspace, or comparable platforms.

Desired Qualifications*

• Experience supporting employee engagement, recognition, professional development, leadership development, mentoring, or other employee-focused programs.
• Experience coordinating large-scale programs or events involving senior leaders, multiple organizational units, or diverse participant groups.
• Experience providing administrative or executive-level support to senior leaders, including management of complex scheduling, meeting preparation, communications, or follow-up.
• Experience supporting committees, planning groups, or cross-functional teams and coordinating work across multiple stakeholders.
• Experience working in higher education, a large decentralized organization, or a similarly complex environment.
• Experience using event registration, survey, project-management, financial, or collaboration platforms.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.