POSITION OVERVIEW:
MIT Professional Education (PE), under the School of Engineering, offers a suite of education programs and modalities to serve the continuing educational needs of global professionals. 

Digital Plus Programs (DPP) is the next evolution of online learning from PE. DPP develops, designs, and executes multi-lingual digital programming by eliminating the barriers of the physical world, language, and access. DPP blends cutting-edge content, with the best of online technology, design, and pedagogy to enable better learning outcomes, engagement, and collaboration for individuals, teams, and organizations. 

The DPP Coordinator will collaborate with DPP and other internal and external stakeholders such as colleagues, faculty, participants, clients, and online vendors in the delivery of world-class online, blended, hybrid, and tele-immersive professional education programs for companies and individuals.

The DPP Coordinator will also be responsible for project management, planning, and organizing logistics and operational details for DPP in an extremely exciting, fast-growing, dynamic, and challenging business, and education environment, across time zones, with different cultures, and with several external, global online EdTech companies, vendors, and collaborators.

Principal Duties and Responsibilities:

Program and Project Management [50%]

  • Serves as co-primary point of contact between interested customers, participants, faculty, staff educational partners, Assistant Director, and Program Director.  Communicates clearly with them via emails, phone calls, and through Zoom or in-person meetings.
  • Creates and maintains Project Briefs for all B2B engagements, new course development, and other projects that require a central source of information for internal stakeholders (PE Staff, Faculty, and Vendors.)
  • Manages the execution of project plans for DPP courses.
    Coordinates all logistics and day-to-day operations for the portfolio and other programs/services as needed.
  • Negotiates vendor pricing and contracts for services, such as hotel accommodations, meeting rooms, catering, printing, technology, etc.
  • Writes and documents process workflows as reviewed and approved by the Assistant Director and recommends best operational practices.
  • Schedules meetings, helps develop meeting agendas and records, and disseminates meeting notes as needed.
  • Works closely with other DPP team members, vendors, faculty, learners, and clients.
  • Writes and documents process workflows and recommends best operational practices and updates documentation after each delivery season.
  • Supports the planning and coordination of all DPP in-person and hybrid program events, including in-classroom sources, meetings, receptions, dinners, and certificate ceremonies.
  • Coordinates with vendors on international in-person events when needed.
  • Oversees program inquiries (direct to vendor and to MITPE) and determines when to forward to the appropriate vendor, and when to coordinate and answer directly. (Program inquiries, verification requests, etc.)
  • Uses independent judgment to troubleshoot and determines when to escalate problems.
  • Monitors/tracks all customer service situations through resolution and reports out to AssistantDirector situations that warrant process review.


Cross-Functional Projects and Programs [10%]

  • Participates in cross-functional project teams and works primarily with Custom Programs.
  • Proactively engages in continuous improvement of program logistics and operations.
  • Prepares and conducts research and reports.

Special Projects [10%]

  • Focusing on learner feedback and experience to ensure satisfaction, value, and impact.
  • Research, design, and improve program surveys and other evaluation tools.
  • Evaluates and establishes regular evaluation cycles and feedback loops to continuously gather data and insights for program improvement.
  • Facilitates timely and actionable responses to evaluation findings and stakeholder feedback.

Budgeting & Financial Administration [10%]

  • Develops budget proposals, based on agreements or letters of understanding, including but not limited to faculty salaries, PE resources, expenditures, supplementary compensation, and any materials and services for the review and approval of the Assistant Director.
  • Submits all invoices, payment requests, and program expenses for processing to the PE Finance department.
  • Manages the creation of course cost objects for vendors by submitting requests to PE Finance.
  • Collaborates with PE Finance to ensure proper course account reconciliation is completed.

Marketing [10%]

  • Coordinates with the Marketing team, supervisor, and faculty to develop communications materials, including but not limited to program websites, brochures, flyers, emails, letters, and videos.  
  • Attends Marketing events on behalf of our programs and speaks with interested customers.
  • Develops and executes coordination of faculty and client communications, including composing, and designing any pertinent communications materials, including but not limited to, brochures, letters, slide decks, etc.

Salesforce Support [10%]

  • Supports the adoption of Salesforce for financial management as dictated by the MITPE CRM Team and Director of Finance, Administration, and HR.
  • Attends PE Salesforce implementation meetings and represents DPP in the planning and development of the system.
  • Creates custom reports from Salesforce and converts them to Microsoft Excel on participant/client data, registration information, webinar data, and marketing activities for program executives.
  • Develops and produces surveys and statistical reports by utilizing PE’s CRM Salesforce system to meet customer requests.  Provides analysis of client demographics and feedback for marketing and program improvement purposes and supports current programs as needed.

Other duties as needed or required.


Supervision Received:
Receives supervision from the Assistant Director of Digital Plus Programs.  Also receives guidance and assignments from the Senior Director of Global, Digital Plus, and Custom Programs.

Develops goals for own work based on program needs with direct input and team leadership from the Assistant Director, Director, and PE’s strategic objectives.

Supervision Exercised:
May oversee interns and temporary staff.  

Qualifications & Skills: 
 

REQUIRED:

  • Bachelor’s Degree and minimum of 2 years of academic administration or business experience preferably in a client service setting or project management role.  
  • A lifelong learning and growth mindset with a willingness to continuously learn and improve.
  • Globally minded and strong desire to work with participants from around the globe.
  • Comfort in working with online education and technology.   
  • Demonstrated ability to work effectively in a very busy fast-paced environment.
  • Problem solver, can-do attitude, strong work ethic and motivation, willingness to learn, and attention to detail are essential.
  • Must be proactive, take initiative, and perform duties with minimal supervision.
  • Must be team-oriented, organized, flexible, and resourceful.
  • Excellent time and project management skills and proven track record of successful prioritization and tracking of multiple projects and schedules simultaneously, as well as documenting, updating, and archiving tasks, timelines, and processes.
  • Proven track record of successful project and program management and reliable follow-through on programs, projects, and tasks.
  • Proven track record of meeting deadlines and responding to needs and requests quickly, thoughtfully, and accurately.
  • Knowledge of monitoring finances and creating/reviewing financial reports.
  • Superb customer and consultative service skills as demonstrated through emails, phone calls, video conferencing, and face-to-face interactions with online vendors and potential clients.
  • Strong interpersonal skills and the ability to interact in a diplomatic and professional manner with faculty, staff, participants, clients, and vendors are required.
  • Excellent written and verbal communication and presentation skills both virtually and face-to-face in English.
  • Ability to handle confidential and sensitive matters with discretion, diplomacy, make sound judgments, assess information, resolve problems, and determine when senior program staff need to be involved.
  • Proven record of employing creative and thoughtful approaches to challenges.
  • Must be able to work some evenings and weekends.
  • In-depth knowledge of Microsoft Office, with advanced Excel and PowerPoint skills.
  • Experience using various video conferencing applications such as Zoom, GoToMeeting, and Teams.
  • Strong knowledge of Salesforce (or other CRM system) and other cloud-based tools such as SAP.
  • In-depth knowledge and hands-on experience of project management tools, such as Trello, Quip, Slack, and Asana.

PREFERRED:

  • Prior experience in executive or professional education.
  • Culturally aware and prior experience collaborating with people from different countries and cultures outside of the U.S.
  • Knowledge of MIT is a plus.
  • Familiarity with Google Docs, Quip, and Slack.
  • Cross-cultural communicator, who has worked in global environments.
  • Ability to speak, read, and write in other languages, with a preference for Spanish, Portuguese, and/or French languages.  

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