Program Operations Associate

Job Description

Job Description

Program Operations Associate

CADCA  |  Alexandria, VA  |  Hybrid

Keep the engine running behind programs that reach communities nationwide.

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CADCA is the premier prevention association in the country, equipping more than 7,000 coalitions across the United States and 28+ countries with the tools, knowledge, and support they need to fight substance misuse and create lasting change. Our youth programs, customized trainings, and national conferences only work because someone is keeping the details, deadlines, and logistics airtight behind the scenes — that's where you come in.

We're looking for a highly organized, detail-driven Program Operations Associate to support the coordination and delivery of CADCA's youth programs, conference programming, customized trainings, and strategic initiatives. You'll report to the Director of Youth Programs, Conference Programming, and Strategic Initiatives, and as your knowledge of CADCA's programs grows, so will your ownership — from resolving routine questions independently to running smaller training engagements start to finish.

What You'll Do

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Program & Training Coordination

• Support the coordination and delivery of customized trainings, youth programs, conference programming, and assigned strategic initiatives.
• Serve as a go-to point of contact for trainers, clients, and participants, independently handling routine inquiries.
• Facilitate virtual trainings — participant and trainer communication, Zoom logistics, breakout rooms, and routine troubleshooting.
• Take the lead on smaller training engagements from planning through completion as your experience grows.
• Anticipate next steps, follow things through to completion, and resolve routine questions before they need to be escalated.

Contracts, Budgets & Financial Administration

• Draft trainer and client contracts using established templates and approved terms, routing agreements through to full execution.
• Manage routine training-related financial processes — reviewing trainer invoices, submitting documentation to Finance, and preparing client invoice requests after trainings wrap.
• Build training budgets from established templates and support more complex budget development alongside the Director and other departments.

Training & Conference Operations

• Coordinate trainer logistics, accommodations, materials, printing, shipping, and other operational needs for assigned programs and trainings.
• Keep training calendars, trainer staffing hours, project deadlines, and tracking systems current in Monday.com and related platforms.
• Set up and maintain Academy courses, participant records, and related materials in Docebo.
• Support programming and onsite operations for CADCA's National Leadership Forum and Mid-Year Training Institute — trainer/presenter communication, materials, scheduling, and routine conference inquiries.
• Maintain accurate program records and working knowledge of CADCA's programs, processes, and calendars to keep things running smoothly when the Director is unavailable.
• Pitch in on additional program operations and administrative support as needed

What You Bring

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• A bachelor's degree
• Excellent organizational and time-management skills, with the ability to juggle multiple priorities and deadlines
• Strong attention to detail, accuracy, and follow-through
• Comfort working independently within established processes, using sound judgment about when to escalate
• Initiative and resourcefulness — you spot next steps and solve routine problems without being asked
• Strong written, verbal, interpersonal, and customer-service skills
• An appetite for learning new systems and processes and turning that into increasingly independent ownership
• Proficiency with Microsoft Office and virtual meeting platforms, plus a willingness to learn project management systems, learning management systems, and e-signature platforms
• The ability to thrive in a fast-paced environment, solo and as part of a team

Preferred:

• 1–3 years of relevant experience in program coordination, training or event operations, project coordination, nonprofit operations, or a related area

Travel

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Attendance at CADCA's two annual conferences is required — the National Leadership Forum in the Washington, DC metro area, and the Mid-Year Training Institute in a rotating host city. Occasional additional travel may be needed to support customized trainings or other program activities.

What We Offer

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• Excellent medical, dental, and vision plans
• Generous paid time off and holidays
• A collaborative, mission-driven workplace
• Regular hours (8:30 am–5:30 pm, Monday–Friday), with additional hours as needed during our signature events
• Hybrid schedule — 3 days in office, 2 working from home after 90 days

Ready to Make a Difference?

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If you love bringing order to complexity and want your work to directly power programs that reach communities nationwide, we'd love to hear from you. Apply today and help keep CADCA's mission-critical programs running like clockwork.

Applicants must have residency in VA, MD, or DC and be currently authorized to work for any employer in the U.S. on a full-time basis. We are unable to sponsor or take over sponsorship of an employment visa at this time.

CADCA is located at 500 Montgomery Street, Suite 400, Alexandria, VA 22314