Program Operations Specialist

RFCUNY; New York, Northern (NY, KY); Hybrid; USD 65,000 - 75,000; Full time

Job summary

RFCUNY is seeking a Program Operations Specialist to manage enrollment, scheduling, logistics, learner support, LMS administration, and operational reporting across training programs.

You will oversee end-to-end processes, coordinate ILT/VILT sessions, and produce stakeholder reports while ensuring monthly training metrics are up to date. This role reports to the Deputy Director of Program Management and supports DHS-related learning initiatives.

Qualifications

• A bachelor's degree with three (3) years of full-time experience directly related to program coordination supporting large-scale learning or professional development programs.
• An associate’s degree with four (4) years of full-time experience with program coordination supporting large-scale learning or professional development programs.
• Experience utilizing learning management systems and reporting platforms to support learning programs.
• Strong problem-solving abilities to independently resolve routine and complex issues.
• Excellent written, verbal, presentation, and interpersonal communication skills, with the ability to present information effectively to diverse audiences.
• Strong organizational skills, attention to detail, and ability to keep accurate records.
• Proven ability to build and maintain relationships with program partners, facilitators, and learners.
• Ability to take initiative and perform work both independently and collaboratively.
• Competence in adapting to changing situations and priorities.
• Strong computer skills and proficiency in Microsoft Office (Word, Excel, and PowerPoint).

Responsibilities

• Manage setup, maintenance, and content uploads for e-learning, ILT, VILT, and curricula within the LMS.
• Conduct final quality assurance and readiness activities for courses and curricula within the LMS.
• Manage end-to-end enrollment processes for course offerings.
• Plan, schedule, and coordinate logistics for ILT and VILT sessions.
• Execute pre-launch review and launch preparation activities, including coordinating launch strategy and creating evaluation links and QR codes.
• Set up level 2 pre- and post-training assessments in the LMS.
• Support ILT classroom preparation and readiness.
• Produce and distribute stakeholder reports on enrollment, attendance, and learning outcomes.
• Maintain and update monthly training metrics within reporting platforms.
• Serve as the primary point of contact for training inquiries and learner support.
• Support development, testing, and implementation of operational solutions and process improvements.
• Lead special projects and perform other duties as assigned.

Skills

Problem-solving

Communication skills

Interpersonal communication

Organization

Relationship building

Initiative

Adaptability

Time management

Computer skills

Microsoft Office

Education

Bachelor's degree with 3 years experience

Associate’s degree with 4 years experience

Tools

Microsoft Office

LMS platforms

Reporting platforms

Job description

Thank you for considering a career with the Research Foundation of The City University of New York (RFCUNY). The team at RFCUNY is made up of dedicated, talented professionals committed to providing the services that allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries. We are pleased that you are interested in exploring opportunities to join RFCUNY.

Primary Location: CUNY SCHOOL OF PROFESSIONAL STUDIES Bargaining Unit: No

About the CUNY School of Professional Studies

As a leading online school in New York since 2006, the CUNY School of Professional Studies (CUNY SPS) offers the most online bachelor's and master's degree options at the City University of New York, and serves as the University's first undergraduate all-transfer college. With 26 degrees and numerous other non-degree and grant-funded workplace learning programs, CUNY SPS meets the needs of adults who wish to finish a bachelor's degree, progress from an associate's degree, earn a master's degree or certificate in a specialized field, and advance in the workplace or change careers. Consistently ranked highly by U.S. News & World Report for its online offerings, CUNY SPS has emerged as a nationwide leader in online education. The School's renowned and affordable online programs ensure that busy working adults may fulfill their educational goals on their own time and schedule. As CUNY SPS moves beyond its’ 20th year, we dedicate ourselves to engendering an innovative and transformative student-centered experience.

Partnership Description

CUNY SPS partners with the Department of Social Services (DSS) Office of Policy, Procedures & Training (OPPT) to support the Department of Homeless Services (DHS) by creating and managing a comprehensive learning program to support DHS and DHS provider staff as they work to address, reduce, and ultimately prevent homelessness in New York City. Specifically, the program (1) writes procedures to support shelter operations and (2) creates learning resources to train DHS and DHS provider staff on operational processes and city-mandated topics.

Position Description

The Program Operations Specialist reports to the Deputy Director of Program Management and manages enrollment, scheduling, logistics, learner support, LMS administration, and operational reporting across training programs.

Position Duties and Responsibilities

• Manage setup, maintenance, and content uploads for e-learning, Instructor-Led Training (ILT), Virtual Instructor-Led Training (VILT), and curriculum offerings within the Learning Management System (LMS).
• Conduct final quality assurance and readiness activities for courses and curricula within the LMS.
• Manage end-to-end enrollment processes for course offerings.
• Plan, schedule, and coordinate logistics for ILT and VILT sessions.
• Execute pre-launch review and launch preparation activities, including, but not limited to: Partner with Curriculum Developers and stakeholders to coordinate launch strategy Communicate with learners (where applicable) Coordinate with stakeholders to define the pre-launch review or launch audience to set up in the LMS Create pre-launch review and launch level 1 evaluation links and QR codes (eventually will include level 3) Set up level 2 pre- and post-training assessments in the LMS Support ILT classroom preparation and readiness.
• Manage production and distribution of course materials in print and digital formats.
• Track and manage attendance for ILT and VILT sessions.
• Produce and distribute stakeholder reports on enrollment, attendance, and learning outcomes for ILT and VILT.
• Maintain and update monthly training metrics within reporting platforms.
• Serve as the primary point of contact for training inquiries and learner support.
• Support the development, testing, and implementation of operational solutions and process improvements that strengthen the Program Management function.
• Lead special projects and perform other duties as assigned.

Qualifications

Minimum requirements for the position: Education and experience for one of the following:

• A bachelor's degree with three (3) years of full-time experience directly related to program coordination supporting large-scale learning or professional development programs.
• An associate’s degree with four (4) years of full-time experience with program coordination supporting large-scale learning or professional development programs.
• Experience utilizing learning management systems and reporting platforms to support learning programs.
• Strong problem-solving abilities to independently resolve routine and complex issues.
• Excellent written, verbal, presentation, and interpersonal communication skills, with the ability to present information effectively to diverse audiences.
• Strong organizational skills, attention to detail, and ability to keep accurate records.
• Proven ability to build and maintain relationships with program partners, facilitators, and learners.
• Ability to take initiative and perform work both independently and collaboratively.
• Competence in adapting to changing situations and priorities.
• Strong computer skills and proficiency in Microsoft Office (Word, Excel, and PowerPoint).

Please note: Candidates must be authorized to work in the United States on a continuous basis. Sponsorship is not available for this position.

Location

Location: 4 World Trade Center

Pay Range

$65,000 to $75,000

RFCUNY Employee Benefits and Accruals

RFCUNY Employee Benefits and Accruals Equal Employment Opportunity Statement The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law. The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges. RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of the recipients of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.