- The Operations Coordinator will be responsible for coordinating the day-to-day operational activities required for the effective planning, administration, and delivery of James Hope University's High Impact Executive Education programmes.
- The role will work closely with the Director of Executive Education, faculty, facilitators, corporate clients, participants, vendors, and internal departments to ensure that every programme is delivered seamlessly and to a high professional standard.
- The ideal candidate will be highly organised, detail-oriented, responsive, resourceful, and capable of managing multiple activities and stakeholders within tight timelines.
Key Responsibilities
Programme Operations:
- Coordinate the end-to-end operational activities for executive education programmes.
- Develop and maintain programme schedules, workplans, checklists, timelines, and activity trackers.
- Coordinate programme registration, participant onboarding, attendance, learning materials, evaluations, certificates, and post-programme activities.
- Coordinate programme logistics, including venues, room setup, catering, technology, training materials, transportation, accommodation, and other requirements.
- Ensure that programme venues and facilities are adequately prepared before each session.
- Coordinate virtual programme logistics, including meeting platforms, participant access, technical requirements, and digital materials.
- Liaise with faculty, facilitators, guest speakers, clients, vendors, and internal teams to ensure smooth programme delivery.
- Provide on-site and virtual operational support during executive education programmes.
- Identify potential operational challenges and proactively coordinate appropriate solutions.
Participant & Client Experience
- Serve as a key operational contact for participants and corporate clients before, during, and after programmes.
- Respond promptly and professionally to participant and client enquiries.
- Provide participants with accurate and timely information on programme schedules, venues, logistics, materials, and other requirements.
- Coordinate participant communication and reminders before and during programmes.
- Ensure a professional, seamless, and high-quality participant experience.
- Collect and document participant feedback and support improvements to programme delivery.
- Maintain positive relationships with participants, corporate clients, facilitators, vendors, and other stakeholders.
Internal & External Coordination:
- Work closely with Finance, Procurement, Marketing, IT, Facilities, Security, and other relevant University departments to coordinate programme requirements.
- Coordinate with external service providers and vendors to ensure timely delivery of goods and services.
- Monitor vendor performance and escalate issues where necessary.
- Ensure that all programme-related requirements are communicated and followed up appropriately.
- Maintain clear and timely communication with all programme stakeholders.
Financial & Administrative Support:
- Support the preparation and monitoring of programme budgets.
- Track programme-related expenses and support reconciliation processes.
- Coordinate with Finance and Procurement on purchase requests, invoices, payments, and other operational requirements.
- Maintain accurate programme records, participant databases, attendance registers, vendor information, invoices, and supporting documentation.
- Prepare programme activity reports and operational updates as required.
- Ensure that programme documentation is properly organised and maintained.
Programme Growth & Business Support:
- Support the Executive Education team in activities aimed at increasing programme participation and revenue.
- Support participant and corporate client follow-up activities.
- Maintain accurate records of prospective and confirmed participants.
- Assist with programme registration and conversion activities.
- Support executive education events, information sessions, webinars, open days, and promotional activities.
- Assist with the preparation of programme proposals, presentations, briefs, quotations, and other materials as required.
Quality Assurance & Continuous Improvement:
- Develop and maintain operational checklists, templates, SOPs, and other programme management tools.
- Conduct post-programme operational reviews and document lessons learned.
- Monitor participant feedback and identify areas for improvement.
- Recommend improvements to programme processes, logistics, communication, and participant experience.
- Support the implementation of initiatives to improve operational efficiency and service quality.
Key Performance Areas
The successful candidate will be expected to contribute to:
- Timely and effective delivery of executive education programmes.
- Quality and consistency of programme operations.
- Participant and client satisfaction.
- Effective coordination of logistics and vendors.
- Timely communication and stakeholder follow-up.
- Accurate programme records and reporting.
- Efficient management of programme-related resources and expenses.
- Support for programme participation, conversion, and revenue targets.
- Continuous improvement of executive education operations.
Qualifications & Experience
- A Master's Degree in Business Administration, Management, Education, Hospitality Management, Project Management, Social Sciences, or a related discipline.
- 10 - 12 years of relevant experience in programme operations, programme coordination, executive education, training, events management, project administration, customer experience, or a related field.
- Experience coordinating professional training programmes, conferences, executive events, or corporate learning programmes is an advantage.
- Experience working with corporate clients, senior professionals, faculty, facilitators, and external vendors is desirable.
- Relevant professional certification will be an advantage.
Required Skills & Competencies:
- Strong programme and operational coordination skills.
- Excellent organisational and time-management skills.
- Exceptional attention to detail.
- Excellent written and verbal communication skills.
- Strong customer service and stakeholder-management skills.
- Strong follow-up and problem-solving abilities.
- Ability to manage multiple priorities and deadlines effectively.
- Ability to work effectively with senior executives, faculty, clients, vendors, and internal teams.
- Proficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
- Familiarity with CRM, event management, learning management, or registration platforms is an advantage.
- Strong reporting and documentation skills.
- Ability to work independently and as part of a team.
- Professional, polished, resourceful, and service-oriented disposition.
- Willingness to work outside normal hours when required for programme delivery and events.
Personal Attributes:
The ideal candidate should be:
- Highly organised and dependable.
- Proactive and solutions-oriented.
- Professional and confident.
- Responsive and customer-focused.
- Detail-oriented.
- Resourceful and adaptable.
- Comfortable working in a fast-paced environment.
- Able to remain calm and effective under pressure.
- Passionate about executive education, professional development, and delivering excellent participant experiences.