Emeritus
Website:
emeritus.org
Job details:
Role Overview
The Associate – Faculty Webinar Management will be responsible for the end-to-end coordination and scheduling of faculty-led live sessions across assigned programs. The role requires close collaboration with university partners, faculty members, course leaders, program teams, and internal stakeholders to ensure that all live sessions are scheduled accurately, communicated well in advance, and delivered without operational gaps.
This is a high-coordination role that requires strong attention to detail, stakeholder management, communication skills, and the ability to manage multiple programs, faculty calendars, and competing priorities simultaneously.
The Associate will serve as a key point of coordination for faculty live sessions and will be expected to proactively identify scheduling risks, follow up with stakeholders, maintain accurate session calendars, and ensure all participants have the information required for successful session delivery.
Roles and Responsibilities
Faculty Live Session Scheduling & Coordination
- Own the end-to-end scheduling of faculty-led live sessions across assigned programs.
- Coordinate with faculty members, university stakeholders, course leaders, program teams, and other internal stakeholders to identify and finalize suitable session dates and timings.
- Manage scheduling across multiple faculty members, programs, cohorts, and time zones.
- Proactively follow up with stakeholders to secure faculty availability and close pending scheduling requirements.
- Ensure live sessions are scheduled sufficiently in advance and aligned with the overall academic and course calendar.
- Manage rescheduling requests and last-minute changes while minimizing disruption to learners and internal teams.
Calendar & Webinar Management
- Maintain accurate and up-to-date calendars for all faculty live sessions.
- Create and circulate calendar invitations with correct dates, timings, webinar links, faculty details, and relevant session information.
- Ensure webinar/session links are created and shared with the appropriate stakeholders within agreed timelines.
- Regularly review upcoming course schedules to identify sessions requiring faculty confirmation or scheduling action.
- Conduct periodic checks to ensure there are no scheduling conflicts, missing invites, incorrect links, or incomplete session details.
Stakeholder Management
- Act as a primary coordination point for faculty live-session scheduling across assigned programs.
- Build strong working relationships with faculty, university teams, course leaders, program managers, and internal operations teams.
- Communicate professionally and confidently with senior academic stakeholders and faculty members.
- Manage follow-ups and escalations tactfully when confirmations or inputs are delayed.
- Keep relevant stakeholders informed of scheduling changes, dependencies, and potential risks.
Communication & Session Readiness
- Ensure clear, timely, and professional written communication with faculty and internal/external stakeholders.
- Send session confirmations, reminders, calendar invitations, and schedule updates within defined timelines.
- Validate key session information ahead of each live session, including faculty availability, timing, webinar details, and stakeholder readiness.
- Coordinate with relevant teams where required to ensure sessions are operationally ready for delivery.
- Escalate potential session risks or unresolved dependencies early enough for corrective action.
Tracking, Reporting & Process Management
- Maintain accurate trackers and records for scheduled, pending, rescheduled, and completed faculty sessions.
- Monitor scheduling turnaround times and proactively highlight sessions that are at risk.
- Provide regular status updates to managers and program stakeholders on upcoming sessions, pending faculty confirmations, and scheduling issues.
- Maintain documentation of scheduling processes, faculty preferences, recurring requirements, and program-specific considerations.
- Identify opportunities to improve scheduling processes, reduce manual follow-ups, and improve overall operational efficiency.
- Ensure adherence to internal processes, service-level expectations, and quality standards.
Key Skills & Competencies
- Excellent written and verbal communication skills.
- Strong stakeholder-management and relationship-building skills.
- High attention to detail and accuracy.
- Strong planning, scheduling, and organizational capabilities.
- Ability to manage multiple priorities and deadlines simultaneously.
- Strong follow-up and ownership mindset.
- Ability to communicate effectively with senior stakeholders, including university faculty and academic leaders.
- Comfortable working across different time zones and coordinating with geographically distributed stakeholders.
- Ability to anticipate scheduling risks and proactively resolve operational issues.
- Calm and solution-oriented approach when handling last-minute changes or competing priorities.
- Strong working knowledge of Microsoft Excel or Google Sheets, email, calendars, and virtual meeting/webinar platforms.
- Ability to work independently while collaborating effectively across multiple internal teams.
Experience & Qualifications
- Minimum 2 years of professional experience, preferably in program operations, academic operations, webinar/event management, scheduling, stakeholder coordination, customer success, or a similar coordination-intensive role.
- Bachelor's degree in any discipline.
- Prior experience coordinating with multiple external and internal stakeholders is strongly preferred.
- Experience working with faculty members, universities, education programs, executive education, online learning, or EdTech environments would be an advantage.
- Experience managing calendars, virtual sessions, webinars, or events at scale would be preferred.
- Familiarity with tools such as Zoom, Microsoft Teams, Google Calendar, Outlook, Excel, or Google Sheets would be beneficial.
A successful Associate will ensure that:
- Faculty sessions are scheduled well ahead of required timelines.
- Faculty and stakeholders receive accurate and timely communication.
- Scheduling conflicts and last-minute cancellations are minimized.
- Session calendars and trackers remain accurate and current.
- Pending confirmations are proactively followed up rather than requiring escalation.
- Potential risks are identified early and communicated to the right stakeholders.
- Faculty, university partners, course leaders, and internal program teams experience a reliable and professional scheduling process.
Preferred Candidate Profile
The ideal candidate is highly organized, dependable, and comfortable managing a large volume of coordination activities. They should enjoy working in a fast-paced environment where priorities may change frequently and should be comfortable taking ownership rather than waiting for instructions.
The individual should be particularly strong at following through on commitments, maintaining attention to detail across multiple schedules, and communicating professionally with faculty and senior stakeholders.
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