Programme Coordinator (Operations), Collegiate Programmes in London

Location: 30 Bedford Square, London, WC1B 3EE. Hybrid working, with in-person attendance required (5 days per week) during programme delivery and key student events.

Reports to: Programme Manager, Collegiate Programmes

Contract: Full-time, permanent (35 hours per week)

Salary:£31,000 - £33,500 per annum

About Us

Established in 1969, Sotheby's Institute of Art is now among the world's leading specialist higher education institutions, offering programmes for professionals, pre-college audiences and postgraduate students seeking careers in art business and an understanding of the global art economy. Our offerings cover everything from art history to key business skills from our campuses located in the world’s art capitals of London and New York, as well as online.

With campuses in key fashion capitals and online programmes, Vogue College of Fashion blends academic rigour with real-world industry experience. Partnering with top universities, we deliver a comprehensive educational experience and continuous industry engagement. As an extension of Vogue, we provide ongoing engagement with industry professionals, offering insights and experiences beyond the classroom.

Sotheby’s Institute of Art and Vogue College of Fashion are owned by Edconic, an organisation that partners with prestigious companies to deliver relevant, experiential learning programmes taught by industry experts from the world’s best brands. As well as Sotheby’s Institute of Art and Vogue College of Fashion, the Edconic portfolio currently includes The School of The New York Times, Manchester City Sports Business School and WIRED Education. Edconic’s academic programmes range from pre-college to master’s degrees with campuses in New York, London, Madrid and Online, and partnerships in Seoul and Beijing.

Collegiate (undergraduate) academic courses are validated by the University of Montana.

Role Purpose

The Programme Coordinator (Operations) plays an integral role in the delivery of Collegiate programmes in London across Sotheby's Institute of Art and Vogue College of Fashion.

Reporting to the Programme Manager, the Programme Coordinator (Operations) supports the planning, coordination, and delivery of Collegiate Programmes, providing high-quality administration, communications, logistics and first-line student support, ensuring a well-organised, engaging and high-quality experience for all students. The post-holder will serve as a primary point of contact for students, faculty, course leaders, and guest speakers, while liaising closely with internal departments including Facilities, IT, Academic Administration, and Student Services.

This is a full-time role that requires on-site attendance during programme delivery. During programme delivery periods, the post-holder will be part of the emergency on-call rota which is shared across the programme team. There will also be occasions during programme delivery when evening and weekend work is required to support student events, orientation activities or other programme-related requirements. Advanced notice will be provided.

The role may occasionally support programme delivery in other locations, including New York, Madrid, and Manchester, subject to business requirements and reasonable notice.

Essential Duties and Responsibilities

• Programme Delivery & Operations
  • Support the operational planning, coordination, and delivery of Collegiate programmes, ensuring all activities are delivered smoothly and effectively.
  • Coordinate programme logistics, including accommodation, catering, transport, classroom scheduling, and activity arrangements.
  • Support the opening, closing, and day-to-day operation of programme spaces where required.
  • Collaborate with Academic teams and Shared Services to coordinate operational support in line with programme requirements and student needs.
  • Provide administration support for virtual and in-person information sessions for prospective students, including the preparation and delivery of presentation materials.
  • Prepare, distribute, and maintain programme resources, handbooks, schedules, and other programme communications.
  • Facilitate student onboarding processes, including pre-departure communications and orientation activities.
  • Monitor student welfare and wellbeing during programmes, escalating concerns appropriately.
  • Prepare and maintain risk assessments which support the implementation of agreed programme safety and emergency procedures.
  • Collect, collate and summarise programme feedback, identifying themes to support programme evaluation and continuous improvement initiatives.
  • Utilise programme management systems and planning tools, including Monday.com and other internal tools, to maintain accurate programme plans.
  • Identify opportunities and contribute to programme reviews to improve operational efficiency, student communications and programme processes.

• Student Communications & Systems Management
  • Coordinate programme communications and act as a central operational point of contact for students and, where appropriate, parents and guardians, responding to enquiries in a professional and timely manner, and where required, seek input from the Admissions, Finance, Academic Administration and Student Services teams (in accordance with confidentiality and safeguarding procedures).
  • Maintain student-facing platforms, including Canvas (our virtual learning platform), ensuring that schedules, course materials, programme information, announcements, and resources remain accurate and up to date.
  • Support student engagement through regular communications before, during, and after programme delivery.
  • Maintain accurate programme records and data using internal systems, in accordance with data-protection and confidentiality requirements.

• Site Visits, Events & Student Engagement
  • Organise and coordinate site visits, guest lectures, co-curricular activities, orientation programmes, student events, and programme visits.
  • Plan and coordinate end-of-programme events, celebrations, and programme close-out activities.
  • Coordinate associated logistics, including bookings, schedules, transport, catering, venues, participant communications, and the preparation of risk assessments where required.
  • Support student engagement activities that foster community, participation, and positive student experience.
  • Liaise with external venues, suppliers, and service providers to ensure the successful delivery of programme-related activities.
  • Act as a programme representative during programme activities, events, and excursions when required.

• Faculty & Guest Speaker Support

• Support with the recruitment, onboarding, training, and supervision of seasonal (temporary) programme staff.

• Process invoices, purchase orders, expense submissions, and other financial transactions in accordance with institutional procedures.
• Support budget tracking and financial reporting activities.
• Arrange the purchase of tickets, supplies, equipment, and other programme-related items as required.

• Meet with faculty before programme delivery to confirm teaching materials, classroom and other operational requirements.
• Coordinate approved guest speaker logistics, including onboarding documentation, contracts, scheduling, payments, travel arrangements, and technical requirements (e.g., Zoom).
• Provide operational support to faculty, course leaders, and guest speakers throughout programme delivery.
  

The above statements are intended to describe the general nature and level of work being performed by an individual undertaking this position. They are not intended to be an exhaustive list of all duties and skills, and the post holder will be required to undertake such tasks and responsibilities as may be reasonably be expected within the scope of the post.

Person Specification

Essential Skills and Experience

• Proven experience in programme administration within a student services or student-focused environment.
• Excellent organisational skills with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment.
• Excellent verbal and written communication skills, with the ability to communicate professionally and effectively with a diverse range of stakeholders including students, faculty, colleagues, and external partners.
• Ability to work independently, take initiative, and manage competing demands while also contributing effectively as part of a team.
• High level of professionalism, discretion, and attention to detail.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams.
• Experience using online platforms / systems, such as Canvas, Monday.com and DocuSign.
• Experience of organising and supporting off-site programme activities and student visits.

Desirable Skills and Experience

• Experience of working in higher education with undergraduate students (typically aged 18-22).
• Experience in supporting students in a housing environment, organisations or clubs.
• Experience of providing pastoral care and support to students or young people, with a focus on fostering a safe and inclusive experience.
• Experience working with CRM platforms in a programme administration, student services or admissions role.

Application Process

Please complete an online applicationform. You will be required to upload your CV and cover letter to your application, demonstrating your interest in this position and how you meet the person specification. CVs without a covering letter will not be considered.

The closing date for applications is 9am on Monday 2^nd November 2026.

Benefits of working for Sotheby’s Institute of Art / Vogue College of Fashion include:

• 25 days annual leave plus up to 4 days additional discretionary leave during the Christmas period
• Hybrid working
• 2 discretionary Company Global Celebration Days
• Option to purchase an additional 5 days annual leave on a salary sacrifice basis
• 24/7 access to Spectrum.Life, a comprehensive health and wellbeing platform giving staff support across the full spectrum of life. This includes virtual GP, nurse and physio appointments, confidential counselling, legal and financial advice, a digital gym, nutrition and wellbeing resources, meditation, and a benefits hub
• Access to courses within the Edconic online course portfolio free of charge
• Employee and family discounts on all Edconic courses
• Volunteering days
• Life insurance
• Discount for gym membership
• Access to a comprehensive e-learning platform
• Enhanced maternity and sickness payment benefits