Coordinator, Program Operations

POSITION SUMMARY

The Coordinator will be responsible for providing operational, programmatic, and event logistics support and coordination. The Coordinator will need to interact with external stakeholders on high-profile projects to manage engagement efforts with minimal assistance. The Coordinator will also have significant interaction with internal staff across the organization. The Coordinator will support Program Operations in the Quality Programs Department to diagnose issues that arise and recommend process improvements at the task level. The Specialist will also support project management activities, as needed.

ESSENTIONAL DUTIES AND RESPONSIBILITIES

• Coordinate and document logistics timeline and planning for events such as internal and external conference calls, virtual web meetings, webinars, and in-person or hybrid meetings.
• Professionally engage with high-profile external stakeholders to include clients and vendors.
• Effectively communicate and escalate identified risks to leadership.
• Serve as a liaison between program staff and other departments – including Operations, IT, Membership, and Marketing and Communications.
• Participate in the development of processes that inform standard work across NQF programmatic activities. Specifically, the incumbent may lead development and improvement of standard processes for event management, scheduling meetings, and SharePoint management.
• Identify opportunities to collaborate with colleagues across the organization as needed to enhance assigned work.
• Support department use of technologies such as SharePoint, conference lines, webinar platforms, loaner laptops, etc.
• Monitor and coordinate department’s external communications through department-specific inboxes.
• Assist with project management and program-related activities, such as supporting project plans and timelines, tracking task status, risk management, and other areas. There is potential to take on increasing project management related activities over time

POSITION QUALIFICATIONSEducation/Certification:

Bachelor’s degree preferred, with at least one-two years of relevant work experience. 

Experience:

• Experience working with executive-level staff and external constituents is essential
• Experience in administrative, event planning, and/or process improvement roles, with demonstrated success in event and logistics coordination
• Experience with video-conferencing platforms (e.g., Zoom, WebEx, Teams) strongly desired
• Experience supporting hybrid (in-person and virtual) meeting logistics strongly desired
• Foundational experience in project management

Skills/Abilities:

• Foundational ability in project, product, or operational process support and coordination
• Ability to balance multiple project tasks and prioritize time effectively, delivering assigned tasks and materials on time, and operating with independence and efficiency
• Problem solving, process improvement, and customer service skills
• Comfort with ambiguity and proficiency with embracing change and adjusting priorities, processes and/or approach as needs dictate
• Ability to work independently and effectively within a team environment and with a collaborative work style
• Clear and effective oral and written communication skills
• Comfort with learning new technologies
• Proficiency in use of MS Office suite, MS SharePoint, MS Teams, Zoom meeting platform, and various scheduling tools.
• Strong attention to detail
• Proficiency with independently identifying and escalating risks and issues
• Demonstrated analytical ability and sound judgment

PHYSICAL DEMANDS/WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands

While performing duties of job, employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk and hear. Employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Work environment

In the primary environment, the noise level is quiet to moderate with ambient room temperatures, lighting, and traditional office equipment as found in a typical office environment.