Program Operations Coordinator

Job Title: Program Operations Coordinator
Location: Pleasanton, CA - 94588

Duration: 12+ months (Possible extension)

Top Daily Responsibilities:

This entry-level individual contributor role supports communications, information management, and operational coordination by developing and distributing program communications, maintaining SharePoint and document management systems, and managing key program data resources. The role plays a critical part in ensuring staff have access to accurate, timely information by assisting in coordinating newsletters, event communications, onboarding resources, and social media engagement, while maintaining study records, program documentation, and reporting metrics that support compliance, operational efficiency, and program visibility.

• Assists in the coordination, development, and distribution of communications, ensuring timely delivery of newsletters, event promotions, onboarding materials, program updates, and program-wide communications.
• Assists with maintaining, updating, and quality-assuring study and program data across multiple tracking systems and databases, ensuring the accuracy, completeness, and integrity of research, regulatory, and operational information to support compliance, reporting, and program operations.
• Helps manage the department's social media presence, supporting content development, post scheduling, engagement activities, and promotion of program initiatives to enhance visibility and stakeholder awareness.
• Assists with quality control reviews of study records and program data to ensure completeness, consistency, and accuracy of information across internal and public-facing systems.
• Maintains and contributes to the enhancement of the department's SharePoint sites, ensuring resources are organized, accessible, current, and aligned with document management and version control standards.
• Supports the governance and organization of departmental documentation, file repositories, and information management systems to promote efficiency, compliance, and ease of access.
• Monitors and reports on engagement metrics. Maintains tracking logs and prepares reports to support program evaluation, continuous improvement, and operational decision-making.
• Provides support to project leads and educators by preparing materials, organizing content libraries, and ensuring branding and messaging alignment across platforms and training materials.
• Contributes to continuous improvement efforts by identifying opportunities to enhance communication processes, document management practices, data quality, and user access to program resources.

Basic Qualifications:

• HS Diploma with 1 year experience

Additional Requirements:

• Excellent written and verbal communication skills
• Ability to manage multiple priorities and deadlines
• Proficiency in SharePoint, Microsoft Teams, Outlook, and Office 365 applications

Preferred Qualifications:

• Experience maintaining research databases, study tracking systems, or clinical research management systems (CTMS)
• Experience leading cross-functional projects in a matrixed organization
• Experience maintaining intranet or public-facing content for education or operations teams
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Experience with web content management tools (e.g., SharePoint, WordPress)
• Knowledge of document management principles, version control, and records management best practices
• Data analysis and reporting skills using Excel, Power BI, or survey platforms
• Experience with design tools such as Canva, PowerPoint, or Adobe Acrobat
• Must be able to work successfully with a wide variety of internal and external project staff and leaders
• Must exhibit a professional manner with a high degree of courtesy, tact, and sensitivity