Operations Coordinator

☞ Graduate Institute

View: 125

Update day: 25-04-2024

Location: Zürich Zürich ZH

Category: Administrative / Clerical / Assistant

Industry: Information Services

Job type: Full-time

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Job content

The Graduate Institute of International and Development Studies is recruiting an

Operations Coordinator

PERIOD OF CONTRACT: Permanent contract

ACTIVITY RATE: 100 %

DEADLINE FOR RECEIPT OF APPLICATIONS: ********

The Graduate Institute’s Executive Education Department is currently looking for a dynamic and resourceful Operations Coordinator based in Geneva.

The Operations Coordinator engages with our clients/participants, is responsible for the logistical, operational and technical coordination of Open Enrolment Programs (short or certifying) and Company Specific Programs (virtual and in-person). The Operations Coordinator plays a key role as a customer-facing role with all stakeholders (participants, faculty and speakers, internal & external providers) and is accountable for the budget monitoring of programmes.

Logistics Responsibilities
  • Manages the logistic and administrative coordination of programs he/she oversees.
  • Communicates with Companies to define the logistic parameters of Company Specific Programs.
  • Demonstrates a good sense of organization since he/she must manage the current program at the same time as preparing subsequent one(s).
  • Support Faculty with logistic aspects related to online or hybrid program delivery.
Operational Responsibilities
  • Works closely with the Program Directors, Professors and Speakers (internal and external) to obtain necessary information to develop content for program materials.
  • Engages different operational departments to ensure effective program delivery. Is responsible for ensuring high quality results from the different internal operational departments.
  • Negotiates and manages relationships with external suppliers to ensure timeliness and high-quality customer experiences.
  • Identifies operational KPIs and proposes work processes according to the customer journey and to improve transversal efficiency amongst the department
Client Communication / PR Responsibilities
  • Represents the Graduate Institute with customers/participants during programs and at social events (cocktails, dinners, outings, visits, etc.).
  • Listens and gathers participants feedback concerning program progress/content. Communicates information to faculty members and to the Executive Education Department.
  • Prepares programs content such as agendas, participant lists, supporting documents and presentation materials. Prepares correspondence and communications to participants and speakers.
Financial Responsibilities
  • Monitors assigned program budgets.
  • Submits accurate and complete billing report to the Executive Education Financial and Administrative Manager.
  • Manages accounts payables and ensures that payments are made on time.
Technical Responsibility
  • Supports Faculty with technical aspects of online and hybrid events.
Candidates Profile
  • 2 to 5 years of experience in organizing high profile events, with a maximum of 50 participants;
  • Working knowledge of virtual meeting/event platforms: at ease with IT tools (e.g.: Zoom, WebEx, Moodle, Mural, Interactive Whiteboards, Adobe, Freedcamp, Gmail) to support virtual program delivery;
  • Experience in managing budgets and expense tracking;
  • Fluency in written and spoken English and French a must, other languages is a plus;
  • Professionalism with a high level of attention to quality and detail;
  • Excellent organizational, communication and multitasking skills;
  • Autonomous, proactive, at ease in a fast pace environment;
  • Ability to work flexible hours with possible evening events or over weekend;
We are an equal opportunity employer, and value the diversity within our Institute. We recruit without prejudice to persons’ age, family situation, ethnic or social origin, gender, sexual orientation, political opinion or religion.For more information, candidates are encouraged to consult the Institute’s website: https://www.graduateinstitute.ch/

Please note that offers received by post won’t be considered

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Deadline: 09-06-2024

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