Program Coordinator

Job Description

Job Description

SLC Program Coordinator

Location: Palo Alto, California 94304

Work Arrangement: On-site

About This Opportunity

Join the Schwab Learning Center as a Program Coordinator and become the operational backbone of a mission-driven diagnostic assessment program. In this dynamic role, you'll be the first point of contact for individuals seeking our evaluation services, coordinating seamless experiences while supporting our clinical team. If you're organized, detail-oriented, and passionate about helping others access the support they need, this is your opportunity to make a meaningful impact.

What You'll DoClient Intake and Service Coordination

• Serve as the primary point of contact for individuals seeking SLC evaluation services, creating welcoming and professional first impressions
• Coordinate and support in-person consultations, intakes, testing sessions, and follow-up appointments with efficiency and care
• Guide clients through the diagnostic evaluation process, including managing approvals, waitlist coordination, and proactive follow-up communication
• Maintain accurate and confidential client files, ensuring all documentation and correspondence meets compliance standards
• Distribute post-evaluation feedback surveys within established timelines to gather valuable client insights
• Address routine client concerns with professionalism and escalate complex issues to the Director as appropriate

Assessment Coordination and Clinician Support

• Respond to assessment-related inquiries within one to two business days, maintaining excellent communication standards
• Schedule and manage assessment appointments, including rescheduling as needed to accommodate client needs
• Track required diagnostic documentation and proactively follow up on incomplete or overdue materials
• Support clinicians by ordering assessment supplies and facilitating timely distribution of reports and referrals

Outreach and Marketing Support

• Assist the Director with outreach initiatives, including events, partnerships, and strategic marketing campaigns
• Collaborate with the Marketing department on social media content, newsletters, and promotional materials
• Represent the Schwab Learning Center at community events, fairs, and campus activities as a knowledgeable program ambassador
• Support the planning and execution of SLC events, such as open houses and partner meetings

Operations, Documentation, and Continuous Improvement

• Maintain and update internal operations manuals, training materials, and knowledge resources to support team consistency
• Support client satisfaction and user experience initiatives, including survey coordination and feedback analysis
• Identify operational needs related to facilities, technology, and administrative processes and recommend improvements
• Maintain working knowledge of SLC programs and provide cross-coverage support as needed

Data Tracking and Reporting

• Collect and monitor monthly registration and scheduling data to track program performance
• Assist with program reporting, trend analysis, and data visualization in collaboration with the Director
• Partner with internal departments to promote SLC services and support organizational objectives

Other duties as assigned.

What We're Looking ForRequired Qualifications

• Bachelor's degree or equivalent combination of education and experience
• Experience in customer service, healthcare, or administrative settings
• Event planning or community outreach experience
• Familiarity with behavioral or mental health services

Knowledge, Skills & Abilities

• Excellent interpersonal, verbal, and written communication skills with diverse audiences
• Strong customer service orientation with the ability to manage sensitive and confidential situations with professionalism
• Demonstrated organizational skills and meticulous attention to detail
• Ability to manage multiple priorities effectively in a fast-paced environment
• Proficiency with standard office software and technology platforms

Nice-to-Have Skills

• Experience with scheduling or database management systems
• Knowledge of learning disabilities, ADHD, or neurodevelopmental assessment
• Social media or digital marketing experience
• Bilingual capabilities

Physical & Special Requirements

• Ability to lift and move light office materials as needed
• Prolonged periods of work at a computer workstation
• Occasional evening or weekend hours to support program events
• On-site work required at least two days per week to support in-person testing; local travel required for meetings and outreach activities
• Extensive interpersonal interaction with peers and outside contacts

About the Schwab Learning Center

The Schwab Learning Center is dedicated to providing comprehensive diagnostic assessment services that help individuals understand their learning profiles and access the support they need. We're committed to creating an inclusive, welcoming environment where every client feels heard and supported throughout their evaluation journey.

Ready to Join Our Team?

If you're excited about this opportunity and meet the qualifications, we'd love to hear from you! Apply now to become part of a mission-driven organization making a real difference in people's lives.