Program Coordinator/Events, The Babson Center for Global Commerce

Position Overview

Primary Function: The Babson Center for Global Commerce is the co-curricular center for business education at Sewanee. The Center encourages rigorous scholarship and applied practices in the study of global business, through the leadership of campus-wide programs, executive speakers, scholarships, skill development, and networking engagements with students and Faculty. The Babson Center is also the administrative home for the Carey Fellows business honor programs, facilitating experiential learning and leadership development for business honor students.

The responsibilities of the Program Coordinator/ Events include the following, the Program Coordinator must be a self-starter and be capable of managing turn-key operations and programs with minimal oversight. The ability to effectively plan and execute with key attention to detail is required. The Department is very lean and the Program Coordinator must be able to do a wide range of activities from secretarial duties supporting the Director, to managing plans for speaker series, board meetings, and related events management. Multitasking is a mandatory skillset. The role will periodically have to represent the Babson Center externally (graduate school recruiters, student gatherings) and must be sufficiently comfortable and capable of meeting Faculty, parents, students, and external campus guests.

Strong organizational and planning skills are imperative and the PM must be competent in, and be able to effectively work with, Excel and Word.BCGC runs like a small, but growing enterprise within the University. It will continue to experience growth and evolve in new and exciting ways. The PC has direct involvement in supporting and actively putting into motion the administrative, departmental planning, and event-based initiatives within a recurring calendar of activities ensuring the ongoing success of a well-organized pre-business program. This position receives general supervision. Broad instructions are provided and the staff member uses judgment and experience to carry out assignments. Completed assignments and finished products are reviewed by the supervisor after completion.

Career Band: NE10

Work Schedule: Full time 10 months/ Part time in the Summer (2 months). 

Position Description

Typical Duties & Responsibilities:

• Financials:
  • Working with the Babson Center team in preparing expenses, ensuring payment of scholarship awards, approving credit card charges, and submissions for payment.
  • Tracking and managing budgetary items and expenditures related to dedicated departmental funds, obligations, and payments. 
  • Develop letters of agreement and payment approval for consultants, temporary employees, and interns.
  • Processes invoices, arrange payment of purchasing cards, and related. 
•  Communications:
  • Capable of working with and managing various communications with external constituents (internship sponsors, Sewanee employees, graduate school representatives, donors).
  • Interact with speakers, donors, board members, and guests.
  • Interact with University Relations as it relates to fundraising opportunities for the Center and the University.
  • Interact with Career Center staff, supporting departments, faculty, and others on the University staff. 
•  Administrative responsibilities: 
  • Documentation, filing, expense reports, travel coordination, database management, vendor management, purchasing gifts, and scholarship disbursement.
• Major Calendar Events: 
  • Take significant responsibility for the successful execution of various annual Babson Center events including speaker series, guests to campus, board meetings, Greens View Capital events, homecoming, parents weekend, graduation, and travel programs. 
• Event planning and turnkey capability to run a full event, with great attention to detail, and very little, if any oversight 
• Secure the dates and direct the event preparation, planning, execution, and follow-up.  
• Marketing and Communications: 
  • With the Babson team, support the marketing and communications strategy development and execution. 
  • Manage inventory of and initiate changes in printed materials and promotional give-aways when appropriate  Carey Fellows, Beecken Scholars, and other Student Groups.
  • Organize, manage and communicate with Sponsor companies for Carey Fellows internships for each annual cycle.  
  • Support the selection of Carey Fellows and Beecken Scholars each year with announcements, reminders, posters, letters of selection, announcements of selections, and communication with accounts payable.
•  Critical Job Skills: 
  • Strong organizational skills, ability to multitask effectively, superior written and oral communication skills, proficiency in Excel, PowerPoint, and Word. 
  • A sense of urgency as it relates to the planning and execution of all activities. 
  • An embrace of Sewanee’s obligation to provide an exceptional experience to Carey Fellows and all students interacting with The Babson Center.

Machines & Equipment Used: Computer/office machinery.

Judgment Required: Judgment and discretion as to the use of established policies are required to perform the essential duties of this position.

Budgetary Responsibility: Monitors expenditures against budget; prepares budget data for review/approval by supervisor/department head.

Personal Interaction/Communication:

• Student Contact: Significant and ongoing student interaction as a representative of BCGC. Includes Carey Fellows, Beecken Scholars, business minors, and students engaged and participating in BCGC events.
• Internal: Collaborates with a broad cross-section of University offices including Career Center development, marketing, Treasury, catering, and facilities.
• External: Alumni, Advisors, prospective students, parents, executives, graduate program representatives, internship sponsor companies, suppliers, and University staff.

Attributes of a Successful Candidate

Education: Bachelor’s or equivalent.

Experience: 5+ years in an office environment.

Job-Related Skills: Typical PC usage, knowledge of Microsoft Office, extensive usage of GoogleDocs, Banner, internal University communications tools (Handshake, Paperless Post, etc).

Supplemental Information

Confidential Information: Budgets, donor gifts, donor profiles, student information.

Working Environment: Typical office environment.

Physical Requirements: 

• Must be able to stand for extended periods of time.
• Must be able to walk for extended periods of time.
• Must be able to use hands for repetitive tasks.
• Must be able to lift up to 10 pounds (Sedentary work).

Additional requirements specific to this position:

• Must be able to wear an approved mask for prolonged periods while performing job duties and responsibilities. 
• Employees are required to be fully vaccinated against COVID-19 subject to an approved medical or religious exemption.

Equal Employment Opportunity:

The University of the South is an equal opportunity educational institution that is committed to creating and maintaining a diverse and inclusive campus environment.