Job Description

Job Title: Program Administrator

Position Type: Regular, Full-time (Shift Hours)

General Summary

The Program Administrator for the Entrepreneurship Center is responsible for the successful planning, coordination, and execution of all entrepreneurial events, workshops, and programs. This dynamic role combines high-level event management with administrative and operational support to ensure seamless delivery of services to entrepreneurs, students, mentors, and stakeholders. The incumbent will lead the end-to-end planning of events, from timeline development and vendor negotiations to on-site production and post-event follow-up. The incumbent will collaborate closely with the marketing team on branding and promotions, manage sponsorship outreach, and oversee all event logistics, including travel, audiovisual setup, catering, and volunteer coordination. In addition to event execution, the Program Administrator provides administrative support to the Director and program staff. This includes managing calendars, coordinating meetings, maintaining accurate program records, responding to participant inquiries, and assisting with budgeting and financial documentation. The Program Administrator plays a key role in creating a welcoming, organized, and professional environment that supports the mission of the Entrepreneurship Center and empowers entrepreneurial success.

Essential Duties and Responsibilities

According to the ADA 1990, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Create and manage the timeline, program, and task list for all of the entrepreneurial events.
• Lead all event planning and production meetings and discussions.
• Organize and lead collaboration with the Marketing Team on event concept, graphic design/production/printing, and event marketing.
• Negotiate costs and services with vendors; book event space, arrange food and beverages, order all supplies/decorations, coordinate audiovisual equipment & operation, and make travel arrangements.
• Coordinate the logistics for shipping supplies and staff travel to the event location.
• Secure volunteers; manage the staff and volunteers working at the event.
• Secure guest speakers and entertainment; review speeches, write scripts, and coordinate rehearsals.
• Work with the venue to create/revise room layouts/seating arrangements for each event as necessary.
• Manage on-site production and clean up for events as necessary.
• Create event sponsorship packages and lead the solicitation and securing of sponsorships.
• Organize and manage the invitation, registration, and attendee check-in processes.
• Manage the follow-up with vendors, sponsors, and staff members following each event.
• Assist with preparing budgets and providing periodic progress reports to staff directors for each event project.
• Keep track of event finances, including check requests, invoicing, and reporting.
• Research venue options, coordinate appointments and visits to see venue space, and schedule events on the calendar.
• Prepare and modify event contracts as requested.
• Serve as the primary administrative support for the Director and program staff of the Entrepreneurship Center.
• Manage calendars, schedule meetings, and coordinate logistics for workshops, events, and mentoring sessions.
• Respond to inquiries from entrepreneurs, students, and external stakeholders with professionalism and resourcefulness.
• Assist with the preparation and distribution of marketing materials, newsletters, and program announcements.
• Maintain accurate records, files, and databases related to participants, programs, and partners.
• Assist with processing invoices, reimbursements, and basic financial documentation related to programming.
• Coordinate room reservations, technology needs, catering, and other logistics for events and programs.
• Assist in onboarding and communicating with program participants, mentors, and volunteers.
• Contribute to a welcoming and professional office environment.
• Perform other administrative duties assigned to support the mission of the Entrepreneurship Center.

Qualifications

• A Bachelor's degree in marketing, events planning, hospitality, or any other related field is strongly preferred.
• 3+ years of prior experience coordinating events.
• Experience with office administration.
• Experience with integrating social media into event planning and execution.
• Budget management and negotiation skills.
• Ability to accomplish projects independently.
• Excellent interpersonal skills with a high level of professionalism.
• Fantastic customer service ethic and high expectations for quality.
• Experience with hiring and managing vendors for event production.
• Internet research and email savvy.
• Proficient in Word, Excel, PowerPoint, and Salesforce.
• Certified Meeting Planner (CMP) is preferred.
• Superior organizational skills with the ability to multitask and manage time efficiently.
• Must be able to work legally within the United States.
• Must successfully complete a criminal background investigation;
• Strong verbal and written communication skills; leadership and team-building skills are a must.
• Must be detail-oriented and possess organization and critical thinking skills.

Preferred Qualifications:

• Experience coordinating public-facing events, workshops, and outreach coordination.
• Familiarity with CRM or database systems.
• Interest in entrepreneurship, small business development, or innovation ecosystems.
• Bilingual or multilingual abilities are a plus.

Working Conditions

The employee will be working in a normal office setting to include a hybrid schedule. **Subject to change**

Physical Requirements

While performing the duties of this job, the employee will frequently sit, stand, walk, and reach. May need to lift files or packages periodically.

Other Duties

This job description is intended to describe the general nature and work performed by employees, but is not a complete list of activities, duties, or responsibilities required of personnel. Furthermore, other duties, responsibilities, and activities may change or be assigned at the discretion of the employer.

Direct Reports

None.

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