Program Coordinator

The Program Coordinator is responsible for providing complete customer service for CE live and online participants. The Program Coordinator is required to learn and be proficient in the College Continuing Education software and be able to facilitate and report financial transactions in a detailed and timely manner. The Coordinator will answer general questions about Palmer and outside vendor CE programs and issue completion certificates. When required, the Coordinator inputs CE completions into the College software and state approved software.

Specific Duties and Responsibilities:

• Coordinate program registration setup, reporting, and maintenance in the registration/LMS platform, ensuring accurate course details, dates, pricing, and learner instructions.
• Coordinate attendee communications (confirmations, reminders, access instructions, onsite details, and post-program follow-ups such as surveys and certificates).
• Respond to participant inquiries or route them to the appropriate team member; track and resolve issues to completion.
• Coordinate operational readiness for program delivery by partnering with event operations, IT/AV, Palmer Online, and other stakeholders.
• Run day-of program operations as needed (check-in coordination, materials, speaker support, troubleshooting, schedule adherence).
• For virtual programs, support webinar logistics (tech checks, run-of-show support, recordings coordination, and basic platform troubleshooting).
• Update events for approvals.
• Quality Assurance review for accuracy.
• Reports CE completion to state boards as required.
• Assist participants with online registration, troubleshooting, and access to certificates for all CE programs.
• Webinar Monitoring: work with digital media specialist to send webinar viewing link emails to people registered for webinars. Monitor attendance during the webinars and troubleshoot issues with connectivity and follow up with CE credit.
• Name badge creation for live events (Homecomings at Main and Florida campuses and for all live seminars on campuses)
• CE card design & creation for events.
• Responsible for the daily deposit report to Financial Affairs.
• Allocation of revenue to other departments as needed.
• Process refunds as needed in a timely manner.
• Prepare and send invoices; process payment for CE Sponsorships.
• Participate in planning for HC and events by giving feedback and attending meetings.
• Recruit, train, and schedule monitors for HC at both campuses and all Palmer live events.
• Support department and special meetings by preparing materials, recording minutes, and maintaining records.
• Offer general assistance to students, alumni, faculty, staff, patients, and visitors.
• Perform all responsibilities in compliance with Palmer's Equal Employment Opportunity/Affirmative Action policy and complete other duties as assigned.

Physical Requirements and Work Environment:

• Perform sedentary to light work in a ventilated, lighted and temperature- controlled office setting.
• Occasional lifting/moving of supplies (typically light to moderate).
• Occasional evenings/weekends and early mornings may be required depending on event schedules.
• Travel up to 10-15% of time.

This position description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned, and management retains the right to add or change the duties at any time.

Minimum Qualifications:

• Ability to perform assigned duties with time pressures and frequent interruptions.
• Ability to utilize general office equipment and other necessary equipment.
• Ability to utilize personal computer and various software packages.
• Ability to maintain concentration for extended periods of time.
• Ability to calculate complex numerical data, analyze and resolve problems.
• Ability to communicate effectively verbally and in writing.
• Ability to work various hours as job requires

Desired Qualifications:

• High School diploma; Associate degree in Business Administration or related field preferred; one-year of administrative and customer support experience; or equivalent combination of education and experience.