Program Operations Coordinator

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.