Program Support Coordinator

Job Description

Job Description

Description: Hybrid: Monday–Friday, 3 days in office and 2 days remote

The Program Support Coordinator serves as the first point of contact for the organization, creating a professional, welcoming, and responsive experience for employees, customers, vendors, visitors, and other stakeholders. As a central member of the operations team, this position helps keep the organization running smoothly by coordinating administrative activities, supporting facility operations, maintaining critical records and information, and providing billing and program support across multiple departments. Through strong organization, communication, and follow-through, the Program Support Coordinator helps ensure business processes, stakeholder needs, and day-to-day operational activities are managed efficiently and effectively.

Core Responsibilities

Operations and Administrative Support

• Serve as the primary point of contact for visitors, employees, customers, vendors, and other stakeholders by greeting guests, answering and directing incoming calls, and responding to routine inquiries.
• Process incoming mail and coordinate outgoing mailings, shipments, and correspondence.
• Coordinate office, facility, and marketing supply orders to support departmental operations.
• Support facility operations by coordinating service requests, work orders, vendor communications, and related administrative activities.
• Support the Donor Family Services Program by preparing bereavement mailings, donor-recipient correspondence, outcome letters, and related communications.
• Assist with organizational meetings, events, and special projects.

Billing Support

• Obtain purchase orders from facilities and maintain supporting documentation for billing activities.
• Verify pricing information, process approved pricing updates, and maintain related records.
• Respond to vendor billing inquiries and coordinate with internal stakeholders to support issue resolution.
• Support the review, reconciliation, and closeout of consignment packets.
• Enter, update, and maintain billing, pricing, and operational information within spreadsheets and internal systems.
• Other duties as assigned.

• High School diploma, GED, or equivalent credential.
• Minimum of 3 years of experience in office coordination, customer service, billing support, or related functions.
• Demonstrated experience maintaining accurate records and tracking information using spreadsheets, databases, and business systems.

Additional Requirements

• Occasional flexibility in work schedules may be required to support meetings, events, special projects, or other business needs.

Required Competencies

• Customer Service: Provides professional, responsive, and accurate service to employees, customers, vendors, visitors, and other stakeholders.
• Attention to Detail: Maintains accuracy when performing administrative, recordkeeping, documentation, and data management activities.
• Organization & Coordination: Manages multiple priorities, deadlines, and administrative activities while maintaining productivity and quality.
• Communication: Communicates clearly and professionally both verbally and in writing.
• Confidentiality & Judgment: Maintains confidentiality and exercises sound judgment when handling sensitive information and administrative matters.
• Collaboration & Adaptability: Works collaboratively within a team environment and adapts effectively to changing priorities and organizational needs.
• Technology Proficiency: Utilizes Microsoft Office applications, databases, spreadsheets, and business systems effectively to support daily operations.
• Problem Solving: Identifies routine issues, gathers relevant information, and takes appropriate action or escalates matters to support timely resolution.
• Reliability & Accountability: Demonstrates dependability by meeting attendance expectations, completing assigned responsibilities, and following through on commitments in a timely manner.

Work Environment & Physical Demands

• Work is primarily performed in an office environment and requires prolonged periods of sitting, computer use, and use of standard office equipment.
• Frequent interaction with employees, customers, vendors, visitors, and other stakeholders is required.
• May be required to move throughout the facility to support operational, administrative, and departmental needs.
• Ability to lift and carry packages, office supplies, and other materials weighing up to 25 pounds.