Program Operations Coordinator

Description

POSITION SUMMARY  

The Program Operations Coordinator provides operational and administrative support for the Learning & Innovation team’s programs, cohorts, gatherings, and strategic initiatives.

This role is responsible for coordinating the administrative and logistical operations that enable the effective planning and delivery of participant experiences and team activities. Key responsibilities include managing participant records, travel logistics, scheduling, contracts, invoices, materials, data entry, and follow-up.

This position serves as a central resource for organizing information, managing timelines, and ensuring the smooth execution of multiple concurrent initiatives across the Learning & Innovation portfolio.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Program Administration & Operations

•  Maintain timelines, task lists, participant records, spreadsheets, checklists, and program files across multiple initiatives and software. 
•  Process invoices, reimbursements, payments, contracts, W-9s, and banking information, ensuring documentation is complete and organizational processes are followed.
•  Track deadlines and outstanding items, proactively following up with staff, participants, facilitators, and vendors.
•  Maintain accurate participant and program data in Salesforce and other organizational systems.
•  Prepare, proofread, organize, and distribute program communications, schedules, materials, and other documentation.
•  Provide scheduling, meeting coordination, and other administrative support as needed.

Participant & Program Logistics

• Coordinate registration, travel, lodging, meals, transportation, accessibility needs, and other participant logistics for in-person and virtual programs.
• Communicate logistical information to participants and respond to questions before, during, and following programs.
• Prepare and organize program materials, including name tags, handouts, signage, supplies, rooming lists, and hospitality materials. Coordinate administrative and logistical details with facilitators, speakers, venues, and vendors.
• Anticipate needs, identify missing information, and resolve logistical details before they become problems.
•  Provide in-office and virtual support, including setup, registration/check-in, participant assistance, A/V support, and troubleshooting as needed. 

Team Collaboration & Operational Improvement

• Support Learning & Innovation projects and initiatives through strong administrative coordination and follow-through.
•  Participate in team meetings, planning conversations, and program debriefs.
• Identify opportunities to improve workflows, templates, systems, and processes.
• Collaborate across the organization to ensure information, processes, and deadlines are coordinated effectively.
• Perform other related duties as assigned in support of organizational priorities and initiatives.

Requirements

KNOWLEDGE, SKILLS, AND ABILITIES

• Exceptional attention to detail, accuracy, and follow-through.
• Strong organizational and time-management skills, with the ability to manage a high volume of tasks across multiple projects and timelines.
• A systems-oriented approach to work with comfort maintaining spreadsheets, checklists, timelines, records, and repeatable processes.
• Ability to anticipate needs, identify gaps, and take appropriate action without waiting for direction on every task.
• Comfort with administrative and operational work that is often behind the scenes but essential to successful programs and participant experiences. Strong problem-solving, written and verbal communication, and interpersonal skills.
• Proficiency with Microsoft Office, Google Workspace, Salesforce or similar CRM systems, and the ability to learn new technologies quickly.
• Ability to work independently and collaboratively and respond effectively when priorities or circumstances change.
• Demonstrated commitment to organizational core values, including Servanthood, Integrity, and Competence.

EDUCATION AND EXPERIENCE  

• Bachelor’s degree in business administration, nonprofit management, communications, project management, or a related field; or an equivalent combination of education and relevant experience.
• 2+ years of experience in program or project coordination, administrative operations, executive support, nonprofit operations, or another detail-intensive role managing multiple workstreams.
• Experience managing administrative details such as schedules, records, data, travel, invoices, payments, contracts, and communications.
• Experience supporting programs, cohorts, conferences, meetings, or other multi-participant initiatives preferred.
• Experience with nonprofit, ministry, educational, or mission-driven organizations preferred.

ADDITIONAL REQUIREMENTS

•  Must be able to pass a background check.
• Valid driver’s license and related insurance.
• Ability to travel occasionally and work occasional evenings or weekends in support of programs and gatherings.

PHYSICAL REQUIREMENTS

The physical requirements for this position are considered to be low and will primarily involve sitting at a desk and using a computer for extended periods. The position requires constant sitting and bending forward; frequent walking, twisting, turning, tilting, reaching from chest to shoulder level and below chest level, crouching/squatting, and climbing stairs; occasional standing, driving, reaching above shoulder level, and elbow/wrist flexion and extension; and rare bending backward and behind the body and foot pedal action.

The individual must be able to lift or carry up to 50 lbs. and have the fine motor skills necessary to operate office equipment such as computers, phones, and printers. Sensory demands include hearing, speech, and vision.