Logistics and Program Support Manager

Logistics and Program Support Manager

Job Description

The client seeks a highly motivated and dedicated Logistics and Program Support Manager to manage the in-person program delivery of custom education programs and other administrative tasks in support of these programs. This individual will be responsible for planning, organizing, running and managing on-campus events and programs, ranging in size and scope, with participants coming from all over the world.

In this role, you will:
Orchestrate end-to-end program delivery logistics across cross-functional teams and vendors, including facilities, catering, and event services.
Manage complex program calendars, resolving scheduling conflicts, and maintaining detailed records to ensure timely and seamless experiences for faculty and learners.
Initiate and lead meetings with stakeholders to plan scope and format of events
Be responsible for budget planning and management, venue management and equipment and facilities management for specific events.
Staff in-person events to ensure outstanding participants’ experience.
Build and maintain relationships with internal and external partners.
Procure and coordinate vendor services. Negotiate vendor contracts to minimize liability and risks.
Research and provide recommendations for potential event locations, and evaluate alternatives.
Investigate, document and report complaints regarding all aspects of events including customer service, crowd control and staff issues.
Provided administrative and operational support, manage administrative workflows for the Custom team, e.g., expense justifications
Other duties as assigned.

Requirements:

Education & Experience (Required):
Bachelor’s degree and three years of relevant experience or a combination of education and relevant experience.

Knowledge, Skills, & Abilities (Required):
Demonstrated success managing event teams and planning, developing budgets, and meeting budget goals.
Excellent project management skills, and the ability to manage complex timelines and multiple projects.
Ability to work both independently and as part of a team.
Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detail oriented.
Exceptional customer service skills with the ability to cultivate partnerships.
Demonstrated high level of confidence in making strategic decisions, good judgment, and innovative and creative problem-solving skills.
Knowledge of Microsoft Office suite, File Maker Pro and knowledge of cloud applications such as Google Docs and Forms.
Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

Education & Experience (Desired):
Proven experience managing and planning events within the client.

Required Experience: 5 years+

Top 3 requirements to hire:
Proven experience managing and planning events within the client, project management, and budget management skills

Certifications and Licenses:
Must possess and maintain a valid CA noncommercial Class C Driver’s License.

Physical Requirements:
Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
Ability to drive day and night.

Working Conditions:
May require working evenings and weekends.
Will require frequent presence on the client campus, several times per week.

Notes:
Hybrid
9-5 but with early morning or late afternoon as needed (on campus work may require 7am start time on certain days)
Number of hours per week: 20-40
Full time through August 7, Part time for the remainder of the contract

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.