Title: Program and Communications Coordinator
Executive Area: Academic Affairs
College/School/MBU: Humanities & Fine Arts
Department: Programs and Centers
Work Location: Amherst
Schedule: Full Time
Work Arrangement: Hybrid
Job Summary
This Program and Communications Coordinator, Institute for Holocaust, Genocide, and Memory Studies (IHGMS) provides comprehensive administrative and operational support to the Institute, with a significant emphasis on managing and advancing the Institute’s digital presence. The role encompasses ownership of the Institute’s public-facing website and communications platforms, coordinates the Director's operations, plans and supports public programs and events and manages operational and facilities coordination.
Essential Functions
Maintains Institute communications platforms and digital content, including designing, maintaining and updating the Institute's public-facing Drupal website; supporting Institute marketing and communications through video editing and IHGMS YouTube channel, graphic design and poster design, and livestream technical support for public programs and events; and managing Institute listservs and outreach campaigns via Salesforce Marketing Cloud.
Manages administrative and operational support to the director, prioritizing competing demands and coordinating complex meetings and initiatives. Serves as primary liaison for the Director, exercises discretion and sound judgment in communications with faculty, staff, external partners, visiting scholars and groups, representatives from partner institutions, and the Institute Board. Oversees communications, meeting logistics, event planning, and coordination for the Institute Advisory Board, ensuring effective execution of board activities and Director priorities. Represents the Institute in sensitive communications related to Holocaust and genocide history, survivor communities, and public memory, applying professionalism, and independent judgment while maintaining confidentiality and fostering productive relationships with internal and external stakeholders.
Manages the financial administration and purchasing operations by monitoring budgets and fund activity. Prepares and reconciles monthly financial reports, oversees expense reporting and travel reimbursements through Concur, produces and analyzes Summit financial reports, and administers procurement activities through BuyWays, including supplier requisitions, purchasing transactions, and order management.
Plans, promotes and coordinates Institute events and public programming, including public workshops, conferences, webinars and lectures; oversees speaker travel and accommodations, payments, and directs on-site event operations to ensure successful program delivery.
Oversees operational logistics, facilities coordination, and external engagement by serving as the primary liaison with Facilities, campus service units, museum docents, and external visitors. Manages visitor communications and tour operations. Coordinates operational aspects of capital improvements and renovation projects, including site visits, project logistics, and collaboration with architects, contractors, and building inspectors. Monitors facility conditions, identifies operational needs, coordinates maintenance and service activities, and provides recommendations to the Director to support the effective stewardship of Institute facilities.
Other Functions
Performs other duties as assigned.
Minimum Qualifications
Bachelor's degree and three (3) years of progressively responsible professional experience in administrative operations, business operations, program administration, project coordination, or executive support.
Proficiency with website design and management systems (e.g., Drupal) as well as email marketing platforms (e.g., Salesforce Marketing Cloud).
Experience with basic graphic design, video editing, or digital communications tools. Experience drafting or managing professional correspondence and communications.
Experience supporting financial, purchasing, or budget-related administrative processes.
Experience supporting complex administrative operations involving multiple functional areas (e.g., finance, events, communications, or facilities).
Experience supporting events or programs with logistical coordination responsibilities. Experience coordinating schedules, meetings, or events involving multiple stakeholders.
Demonstrated ability to exercise sound judgment, handle sensitive information, and communicate effectively with diverse internal and external stakeholders.
Experience working with office and/or communications technology platforms (e.g., scheduling systems, databases, or content management tools), with the ability to learn new systems.
Preferred Qualifications
Experience supporting events, conferences, or public-facing programs.
Experience working in a higher education, nonprofit, museum, or cultural institution setting.
Working Conditions
Work is primarily performed in an indoor university environment and involves lifting and transporting materials or equipment and general physical activity, including prolonged standing, walking, or assuming low postures.
Work Schedule and Work Arrangement
Friday, 8:00 a.m. to 5:00 p.m., 37.5 hours per week
This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the Professional Staff Union, it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.
Salary Information
Pay Grade: PSSAP Grade 26
Special Instructions for Applicants
Along with the application, please submit a resume and cover letter. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.
This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.
