We are looking for a competent program coordinator to undertake a variety of administrative and program coordination tasks. You will help in planning and organizing program execution and activities as well as carry out important operational duties in a fast-paced environment. To be an excellent program coordinator, you must be organized and detail-oriented, have excellent time management skills, comfortable working with diverse teams and have excellent verbal and written communication skills. To be successful in this role you should be able to work independently and prioritize coordination tasks. The goal will be to facilitate the effective management of programs according to the organization’s standards.
Skills • Experience in coordination or relevant position • Knowledge of program coordination • Knowledge of budgeting, reporting, inventory tracking • Knowledge with scheduling event space: room setup, catering, audio visual support • Tech savvy, proficient in Office, PowerPoint, Excel, Visio • Ability to work with diverse teams • Excellent time management and organizational skills • Outstanding verbal and written communication skills • Detail oriented and efficient • Self motivator and starter • Ability to remain calm under pressure • Able to work with ambiguity and shifting time lines • Excellent problem solving and prioritizing skills • Interpersonal communication skills • Flexible in a changing environment Responsibilities • Interprets customer needs, assess requirements, and identifies solutions to non-standard requests • Help build positive relations within the team and external parties • Schedule and organize programs/meetings/events and maintain agenda • Work with event coordinators for programs to ensure: catering, room set up, material handling and technology • Prepare all materials and tools for programs • Respond to inquiries/questions from participants • Inputting and compiling data prior to and closing of session • Work with vendors on ordering materials and tools • Responsible for room set up and tear down for all programs • Work with program managers around program needs, changes, updates • Plan, pack and arrange shipment of materials for territory sessions • Work with territory partners on coordinating sessions in other cities • Maintain storage room organization, cleanliness, filled for programs • Works with finance for charge backs • Meet with lead facilitator prior to program start date • Check in with lead facilitator for status update during session Key Job Accountabilities
Coordination Execution - Proactively follows the Coordination execution process as laid out by NA TD&C Delivery Coordination Manager Process/Timeline - Works with program managers and facilitators to plan out and execute session activation. Which includes: calendar, room scheduling, catering, audio visual, materials and tools, roster, room setup and room tear down, support attendee roster changes and shifting. Post session roster input, budget tracker, inventory tracker and post session breakdown. Communication – Communicate with program managers, facilitators, event coordinators and materials handling in a timely fashion all changes as they occur, attendee questions as they arise, and all other session details that could impact session delivery or training experience. Skill/Knowledge Development – Provide relevant insights in team meetings regarding session coordination and planning.