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Kansas State University

Coordinator, Online Professional Development Programs

Division of Continuing Education
Coordinator

Position Description
August 2013

This position reports to the Director of Conferences and Noncredit Programs within the Division of Continuing Education (DCE) and is responsible for promoting, coordinating and facilitating continuing education (CE) online programs and partnerships. In addition this position may occasionally coordinate face-to-face conferences.

Working closely with the Office of Mediated Education, this position has a thorough working knowledge of the university’s Learning Management System and serves as the division representative for online noncredit programs. The coordinator also maintains professional relationships with existing corporate partners providing online continuing education opportunities.

This position is responsible for budget development and fiscal management of multiple accounts following State of Kansas accounting procedures. The coordinator reviews and approves all financial transactions and reports for assigned accounts.

The position negotiates and prepares contracts for assigned accounts following State of Kansas contractual requirements. Contracts may include but are not limited to partnership memorandums, hotel and convention center agreements, speaker agreements and other vendor agreements.

Online Program Coordination and Facilitation (60%)

  • Develops meeting goals and objectives for programs and short courses in collaboration with event sponsors
  • Develops online noncredit short courses and evaluation tools for contracted industry customers
  • Monitors all programs and short courses in the Learning Management System to track participant progress
  • Prepares quarterly reports documenting participant levels of completion for customer
  • Works with end user to problem solve technical difficulties as needed
  • Develops, implements and reviews course assessments and reports results to customer
  • Initiates the processing of continuing education units for course participants
  • Negotiates and prepares speaker contracts (according to State of Kansas protocols)
  • Produces and maintains project time lines

Budget Development and Financial Management (10%)

  • Maintains a broad knowledge of State of Kansas accounting procedures
  • Develops event budgets and establishes registration fees to cover event expenses
  • Reviews and explains event budget with event sponsors and clientele
  • Reconciles event accounts monthly and forecasts event bottom line for program sponsors and clients
  • Reviews financial reports for all events in portfolio, revises as necessary and presents to event sponsor
  • Monitors coordination income for assigned events and assists in the preparation of quarterly and annual unit budget
  • Meets quarterly with Director to review financial status of programs and forecast income for fiscal year end

Noncredit Program Development (10%)

  • Serves as unit and division point of contact for noncredit online opportunities, demonstrates Learning Management System to interested clients and shares potential for professional development through online delivery
  • Meets with faculty, department heads and unit leaders to promote the creation of online noncredit programs

Division of Continuing Education and University Responsibilities (10%)

  • Participates on project teams as assigned to complete annual goals determined by DCE Leadership
  • Serves as unit liaison with Office of Mediated Education, maintains thorough knowledge of Learning Management Systems used by the university and keeps colleagues and division updated on all process involved with online program delivery
  • Writes and maintains procedural information for online noncredit program delivery
  • Takes part in DCE’s annual professional development process
  • Contributes to unit monthly and annual reports
  • Professionally represents DCE on internal, university-wide and national committees as assigned
  • Meets with university faculty and department heads to promote DCE services
  • Supervises a student assistant

Conference Coordination and Facilitation (10%)

  • Develops meeting goals and objectives in collaboration with event sponsors
  • Facilitates planning meetings with conference sponsors, meeting suppliers and hospitality professionals
  • Negotiates and prepares contracts (including facilities, vendors and speakers)
  • Produces and maintains time lines for multiple events
  • Attends and leads logistical planning meetings with program committees
  • Manages the registration preparation and develops all attendee communications
  • Writes and maintains promotional items for online noncredit services under the direction of the assistant director
  • Manages registration preparation including proofing and revising registration forms, writing confirmation materials and pre-event instructions
  • Establishes and manages hotel room blocks
  • Develops and reviews promotional materials, news releases, and advertisements in coordination with the division’s Marketing and Communications representatives
  • Prepares and submits exhibit prospectus for events
  • Solicits bids and contracts with decorating/drayage companies
  • Charts audio-visual needs and secures equipment for events
  • Arranges for appropriate room sets to accommodate meeting objectives
  • Plans food and beverage for events, meeting the needs of all attendees including those with special dietary requirements
  • Plans and implements services to accommodate attendees requiring special assistance
  • Coordinates creation and production of conference materials
  • Travels to meetings and conferences to manage and execute on-site event logistics
  • Develops and administers participant surveys; synthesizes results and makes recommendations to committee
  • Prepares accurate and informative post-event reports
  • Professionally represents the university with national professional associations, Convention and Visitors Bureaus, hotels, convention centers and other areas of hospitality

Required Qualifications:

  • Bachelor’s degree
  • Documented experience with Learning Management System software
  • Two (2) years coordination experience including contract negotiation, preparation of budgets and development of marketing and promotional materials
  • Proven record of organizational and project management skills
  • Strong skills in time management, attention to detail, follow up and the ability to meet deadlines
  • Ability to problem solve and think creatively
  • Proven record of managing multiple projects and priorities simultaneously
  • Exceptional attention to detail in written materials and financial aspects
  • Ability to work in diverse and changing environments
  • Strong interpersonal and teamwork skills
  • Ability to work with minimum supervision and make independent decisions
  • Exceptional customer service skills
  • Excellent verbal and written communication skills
  • Strong personal computer skills
  • Ability to travel out of the state of Kansas and work non-standard hours

Preferred Qualifications:

  • Master’s degree
  • Experience with online teaching and course management
  • Five (5) years’ experience in event coordination for a variety of audiences
  • National event planning experience
  • Experience in conceptualization and development of new programs
  • Work experience in higher education

Appointment Conditions:

  • Half-time nonexempt position
  • Term 12-month appointment

Salary:

$20,000/year, half-time position

To apply, send:

  • Cover letter addressing your qualifications and skills related to the position
  • Resume or curriculum vita listing education and employment history
  • Four professional references including name, address, phone number (cell number if appropriate) and email address

Send via email to: Marla Wood, doadmin@k-state.edu

and/or

Send via postal mail:
Coordinator
Search Committee
Kansas State University
Division of Continuing Education
1615 Anderson Avenue, Ste. 101
Manhattan, KS 66502-4098

Screening of applicants begins September 4, 2013 and will continue until the position is filled.

Kansas State University is an equal opportunity employer and actively seeks diversity among its employees. Background check required.