Program Operations Coordinator

Job Description

Job Description

We are looking for a Program Operations Coordinator to support the successful delivery of learning programs, group experiences, and cross-functional initiatives in Austin, Texas. This role combines administrative precision with day-to-day operational coordination, helping ensure participants, facilitators, and internal teams have what they need before, during, and after each program. The ideal candidate is highly organized, responsive, and comfortable managing multiple priorities while maintaining accurate records, clear communication, and smooth logistics.

Responsibilities:
• Coordinate operational details for multiple programs and initiatives, keeping schedules, trackers, files, and documentation current and organized.
• Manage administrative transactions such as invoices, reimbursements, vendor payments, agreements, tax forms, and related records in alignment with internal procedures.
• Monitor key milestones and pending action items, following up with team members, participants, speakers, and external partners to keep work moving forward.
• Maintain reliable participant and program information in Salesforce and other platforms, ensuring data is complete, timely, and accurate.
• Draft, review, assemble, and distribute schedules, updates, materials, and other program communications for internal and external audiences.
• Arrange meeting calendars and provide general administrative support, including coordination for team discussions, planning sessions, and follow-up activities.
• Organize logistics for onsite and virtual events, including registration, travel, lodging, meals, transportation, and accessibility accommodations.
• Serve as a point of contact for participant logistics, answering questions and sharing important details throughout the program lifecycle.
• Prepare and manage event materials such as badges, printed resources, signage, supply kits, rooming details, and hospitality items.
• Provide live program support through setup, check-in, participant assistance, basic audiovisual coordination, troubleshooting, and collaboration with venues, vendors, and facilitators.• Bachelor’s degree in Business Administration, Nonprofit Management, Communications, Project Management, or a related field, or an equivalent combination of education and relevant experience.
• At least two years of experience in program coordination, project support, administrative operations, executive assistance, or a similar detail-driven role.
• Demonstrated ability to manage records, calendars, travel arrangements, invoices, contracts, payments, and communications with a high level of accuracy.
• Strong organizational and time-management skills, with the ability to handle multiple assignments and shifting deadlines effectively.
• Proficiency with Microsoft Office, Google Workspace, Salesforce or comparable database systems, and the ability to learn new tools quickly.
• Excellent communication, problem-solving, and interpersonal skills, with the ability to work both independently and collaboratively.
• Experience supporting events, cohorts, meetings, conferences, or other multi-participant programs is preferred, especially within nonprofit, education, ministry, or mission-driven environments.
• Willingness to travel occasionally and provide support outside standard business hours, including some evenings or weekends, when programs require it.