Program Manager

Program Manager

Location: London, Ontario or Toronto, Ontario

Position Type: Full-time, 3-year Ivey Business School Foundation renewable contract.

Hiring Range: $52,100- $61,300. 

Application Deadline: Thursday August 8, 2024 at 11:59PM.

About Ivey Business School:

Ivey Business School acknowledges and respects the traditional lands of the Anishinaabek, Haudenosaunee, Lunaapéewak, and Attawandaron peoples, where Western University and Ivey Business School are located. This land continues to be home to diverse Indigenous peoples, whom we recognize as contemporary stewards of the land and vital contributors of the community.

Ivey Business School (www.ivey.ca) at Western University (www.uwo.ca) is Canada’s leading provider of real-world, case-based business education. Drawing on extensive research and business experience, Ivey’s faculty provides the best classroom experience, equipping students with the knowledge, skills, and capabilities they need to confidently take on today’s leadership challenges and opportunities through Case-Method Learning. Ivey offers undergraduate and graduate degree programs, as well as Executive Education at campuses in London, Toronto, and Hong Kong.

The Ivey Academy is Canada's top-ranked executive education institute. Operating at campuses in London Ontario, Toronto, and Hong Kong, we deliver a full range of future-oriented, practical learning experiences for teams and individuals globally. We work with organizations across all sectors to develop executives, build leadership capacity, and drive impactful change on Critical Issues. Our growing team welcomes driven, collaborative individuals from diverse backgrounds who are eager to help lead the future of management education. Apply now to join The Ivey Academy team and become a vital part of Canada's leading business school.

Position Overview:

The Program Manager is responsible for the planning, coordination and execution of a wide range of programmatic, operational and administrative activities related to the preparation and execution (virtual, on-line, synchronous and asynchronous, and in-person) of executive education programs offered by The Ivey Academy. The Program Manager contributes to the creation and delivery of a world-class educational experience by providing seamless and professional client service and event coordination at every level of the program preparation and delivery.

Responsibilities:

Event Management 

• Plan and coordinate event logistics according to specific program requirements, including, but not limited to, venue availability, space requirements, IT support, catering, and event schedule. Investigate options for efficient space utilization when sharing the facility with other clients (internal and external) scheduled for the same dates.
• Finalize contracts and all details pertaining to the event (i.e. hotel, catering, team building facilities, company sites, transportation, etc.)
• Plan and organize program social events, including activity and venue recommendation, menu selection and price negotiation; attend program social events to ensure flawless provision of services and adherence to agreed upon arrangements.
• Monitor participant registration and attendance numbers and modify bookings to avoid cancellation penalties and/or overcharge fees.
• Coordinate arrangements for program sponsors, guest speakers and company observers/ HR teams by providing logistical and administrative support for all aspects of their visit and presentation.
• Manage all non-academic aspects of assigned programs in accordance with projected budgets, approve all program invoices and rectify incorrect charges.
• Prepare comprehensive expense reconciliation after completion of custom programs.
• Provide information related to program activities, guests, materials and supplies, social events, additional services and equipment, etc. during the budget preparation process.  Conduct a comprehensive analysis of options, risk factors and make recommendations for social venues, team building activities and gifts.  Provide feedback on the current and historical program spending patterns related to client requirements and sponsorship agreements.

Program Coordination & Delivery (Non-Academic) 

• Take full ownership of a successful execution of all program sessions (both in-person and virtual) and special events, by creating a seamless and professional experience for the participants and providing high level of customer service at every step of program preparation and delivery.
• Working with multiple stakeholders, explore and secure possible program dates and formulate contingency plans for last minute changes impacting previously made arrangements.
• Coordinate details for an integrated program schedule based on confirmed availability of faculty, facility and client requirements, organize materials and program sessions to ensure an accurate program structure and session flow. 
• Prepare and execute the program communication plan in consultation with the Marketing team to maximize the inquiry management and service response, as well as reduce redundancy of messaging across department’s teams during the pre-program, delivery and post program timeframes.
• Participate in the pre-program faculty meeting to ensure a full understanding of the scope of client/faculty expectations, delivery method (in-person, virtual, or hybrid), and material requirements; provide feedback on the class enrolment levels and composition, confirm details regarding the program venue/platform and social events, and review critical deadlines.
• Coordinate production of all program materials (including translation services) by liaising with teaching faculty (internal and external), corporate clients, guest speakers, and Ivey Publishing department.
• Create program portal for digital material distribution using the preferred Learning Management System (Canvas or Insendi), upload required materials, guide faculty and participants on the information flow and material accessibility and resolve concerns as they arise.
• Provide daily in-class updates to program participants on logistical details, special activities, social events, guest speakers and schedule changes.
• Formulate contingency plans to mitigate risk and ensure flawless delivery when unforeseen circumstances arise.
• Oversee the administration of participant evaluations and collection of verbal feedback, produce report and implement approved program changes during the subsequent program delivery.
• Provide the co-pilot services during the live virtual sessions managing all logistics and interactive sections of the class (i.e. polls, breakout sessions, participation, chat, etc.)

Internal/External Client Relations 

• Act as the primary contact for internal and external stakeholders on all non-academic program details (e.g. registration, program schedule, materials, events, guest speakers, etc.), ensuring communications and responses are provided in a clear and timely manner.
• Review program non-academic issues and concerns as they arise and address them independently and directly, where able.
• Attend program events to ensure a flawless provision of scheduled activities and to engage with clients to foster and grow meaningful relationships with them.    

Other Projects 

• Monitor and evaluate the service delivery model for highly customized programs (both in-person and virtual) and program academies.
• Assist with specific projects related to the development and implementation of innovative service initiatives, as required.
• Coach new and temporary staff on specific aspects of the Program Manager’s role, when required. 

Qualifications: 

Education & Experience

• A university degree, with a minimum of 5 years of experience working in a fast-paced service environment.

Skills & Abilities 

• Proven customer service skills and experience dealing with multiple, diverse client groups and confidence dealing with all levels of an organization. 
• Ability to plan and manage events of various sizes; familiarity with large scale events an asset.
• Proven project management skills, with the ability to plan and problem solve in order to manage shifting and competing priorities on a daily basis
• High degree of attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Able to build and maintain lasting relationships with other departments, key business partners and external agencies.
• Exhibit a pleasant and professional manner, tact, diplomacy and discretion in all internal and external interactions.  
• Ability to work well under pressure and use good judgment in assessing difficult situations.
• A strong record of teamwork with the motivation and ability to work independently with little supervision.
• Proven ability to learn and use new software/ platforms quickly.
• Ability to work within a flexible schedule to accommodate program events and activities, with a willingness to travel and work outside of regular business hours (including weekends).

What We Offer:

• Flexible or hybrid work plans for many roles
• A collaborative and engaging work culture
• Opportunity to join a community of people-focused professionals
• Market competitive compensation with annual increases available 
• Generous benefits package with employer-paid premiums, including a comprehensive Health and Dental Plan, Health Care Spending Account, as well as short- and long-term disability programs
• Enhanced mental health benefits coverage and resources
• A generous group retirement savings plan with 7.5% employer contributions 
• Life and AD&D insurance for you and your family
• Out-of-country travel insurance
• Vacation starting at 15 days per year plus 2 paid Ivey Personal Days
• Paid time off during the School’s December holiday closure
• Numerous campus-wide arts, culture, and sport events
• Supports for professional development and career progression opportunities
• Employee Assistance Program with family coverage

Equity, Diversity, and Inclusion at Ivey

Ivey Business School is committed to Equity, Diversity, and Inclusion. Please explore Ivey’s EDI homepage for more information on Ivey's commitment to EDI, to read about Ivey’s progress in the EDI Update, and to meet Ivey’s EDI Advisory Council members.

Ivey Business School invites applications from all qualified individuals. Ivey is committed to employment equity and diversity in the workplace, and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodation
Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any accommodations in order to participate fully in our recruitment experience. Please contact us at hr@ivey.ca to notify us of any needs related to completing the job application, and/or throughout the recruitment process.

Application:

If you're excited about joining Canada's leading business school and meet the qualifications, please submit your resume and cover letter via the Ivey Careers page by the application deadline.

Ivey Business School Foundation:

Ivey Business School Foundation employees receive benefits exclusive to The Foundation, separate from Western University.

*Please note only selected candidates will be contacted.


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