Program Coordinator (Multiple Positions)

Overview

The OLLI-UA Program Coordinator supports the day-to-day operational management and administration of the Osher Lifelong Learning Institute at the University of Arizona (OLLI-UA). OLLI-UA provides a lifelong learning environment for adults 50+ with in-person classes across Tucson area campuses and Green Valley, and online classes. The program serves 1,000+ members and is volunteer-driven with four paid staff members.
This position offers flexible/hybrid work arrangements; some duties may be performed remotely while others require an on-site presence in Tucson, Arizona. Visa sponsorship is not available for this position.
Responsibilities

Program Coordination (Online and In-Person Support): Assist in providing outstanding service and support to current and prospective members of OLLI-UA, community members, and University of Arizona faculty and staff.
Assist in program planning, implementation, and monitoring, working closely with the OLLI-UA Program Manager, Program Coordinator, Office Specialist, Sr., and nonprofit partner leadership.
Assist in coordinating OLLI-UA program activities, primarily the management and oversight of each semester’s rollout, ensuring objectives and timelines are met in a timely manner.
Related Activities

Coordinate scheduling of key semester dates for each OLLI-UA campus.
Coordinate a database-driven curriculum proposal submission and review process using electronic web forms and tools.
Develop master class schedules for each term.
Oversee class registration setup and administration.
Generate marketing communications and materials for campus use, including bulk Mailchimp emails, class catalogs, registration forms, member nametags, evaluation reports, membership directories, and other tools.
Provide on-site membership purchase and class registration support at events.
Participate as an ex-officio member on assigned OLLI-UA committees and campus councils as applicable.
Ensure streamlined operational practices and share best practices across OLLI programs.
Train volunteer leaders in technologies and tools used by OLLI-UA (e.g., Google Drive, Mailchimp, Zoom, Registration System).
Membership And Outreach

Work with OLLI-UA leadership and the broader community to develop and promote volunteer activities, learning opportunities, and special programs.
Help develop volunteer recruitment, tracking, and recognition programs.
Assist in recruiting new members, volunteers, class leaders, and community partners through membership and outreach initiatives and events.
Develop and maintain reports to track and measure impact and success.
Administrative

Provide phone and email support for current and prospective members, assist with membership purchases, class registration, UA CatCard/DCC requests, and forgotten usernames/passwords.
Update OLLI-UA CMS website and registration system.
Draft, compile, analyze and submit reports to leadership and UA Administration as designated.
Process payments using credit card terminals; handle cash and check receipts and submit deposits to UA Bursar’s Office.
Act as a backup for financial reporting and processing of invoices and reimbursements through UAccess Financials.
Maintain accurate member and registration databases.
Assist with donor database maintenance and tracking gifts to OLLI-UA in Raiser’s Edge/Lynx for annual giving campaigns.
Create and maintain UA-branded e-newsletter distribution lists and templates using Mailchimp.
Provide backup support when other staff are absent.
Other duties as assigned and relevant to this position.
Knowledge, Skills & Abilities

Strong problem-solving skills; ability to analyze issues and draw on prior experiences with innovation and creativity.
Ability to obtain and/or provide information requiring explanation or interpretation.
Ability to work with moderate guidance and ensure work aligns with objectives.
Ability to work both as part of a team and independently.
Strong computer skills, including MS Office (Word, Excel, Outlook) and office equipment; comfortable with spreadsheets, formulas, and data analytics.
Comfort with learning new technology and adapting to change.
Ability to prioritize tasks and manage multiple responsibilities based on program needs.
Professional communication with a variety of stakeholders; excellent verbal and written communication skills.
Ability to manage stress during peak registration periods and maintain accuracy, attention to detail, and reliability.
Passion for lifelong learning and mission-driven work.
Qualifications

Bachelor’s degree or equivalent advanced learning attained through professional experience required.
Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.
Preferred Qualifications

Experience in business analysis, training and project management.
Experience with data analytics processes and tools.
Experience working with adult learners.
Experience in marketing, graphic design, and social media.
Prior University of Arizona work experience.

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