Program Coordinator

Program Coordinator, DevelopmentThe Program Coordinator, Development provides coordination and administrative support for assigned functional areas, supporting day-to-day activities, programs, and organizational priorities. This role coordinates communication, scheduling, travel, budgets, meetings, events, and other administrative processes while helping ensure work is organized, accurate, and completed in a timely manner.The Program Coordinator works collaboratively with leaders, team members, other administrative roles, external stakeholders, and shared services partners to provide support across multiple programs, departments, or workstreams based on organizational priorities and workload needs. The position helps maintain continuity, coordination, and effective information flow across functional areas while adapting to changing needs and priorities.Success in this role requires strong organizational, coordination, and operational support skills, along with the ability to manage multiple priorities, support cross-functional collaboration, exercise sound judgment, and proactively support evolving organizational needs in a dynamic, fast-paced environment. The role also requires attention to detail, adaptability, discretion in handling confidential and sensitive information, strong communication and interpersonal skills, and a collaborative approach.Essential Duties and ResponsibilitiesCoordinate scheduling and logistics needs for assigned functional areas, primarily supporting the schedules of applicable leaders.Serve as an initial point of contact for routine inquiries and requests related to assigned functional areas, providing routine information, coordinating follow-up, routing matters to appropriate team members, and escalating issues as needed.Organize internal and external meetings, events, and guest visits and ensure proper setup, including ordering food and beverages (as required), notifying attendees, managing logistics, drafting and distributing agendas, and providing a seamless and professional experience.Coordinate travel logistics for events and activities within assigned functional areas, including flights, transportation, lodging, and any other travel support as needed.As needed, accurately record and distribute detailed meeting notes, action items, and key decisions from meetings, ensuring clear communication and follow-up on tasks and deadlines.Track, monitor, and follow up on project-related activities, dependencies, and action items for assigned functional areas, collaborating closely with applicable leaders to provide regular updates on outstanding tasks.Assist with the creation of initial budgets, regularly review actual budget performance for assigned functional areas, follow up on budget variances, and prepare expense reports.Provide coordination and administrative support across functional areas as needed to address workload demands, shifting priorities, and organizational needs.Provide administrative and coordination support for the President's Office, based on organizational needs and priorities, including scheduling, meeting logistics, travel coordination, correspondence, and other administrative needs as assigned.Collaborate with other administrative roles to provide coverage, share workload, support continuity across functional areas, and identify opportunities to improve and streamline administrative processes as organizational needs require.Coordinate meetings and visits for key stakeholders, executive-level guests, and other visitors, including coordinating catering needs, technology and audiovisual support, and guest needs.Provide tours of the Heartland Whole Health Institute building for key stakeholders, executive-level guests, and other visitors.Program SupportAssist with programs, services, and initiatives within assigned functional areas that support organizational priorities.Provide administrative, coordination, and program support for function-specific processes, activities, and requirements within assigned functional areas.Maintain tracking tools and documentation to monitor administrative workflows, deadlines, follow-up items, and outstanding information across assigned functional areas.Organize and maintain accurate and current records, files, documentation, correspondence, and related materials to support program and administrative activities.Identify incomplete information, workflow issues, or other coordination needs, route requests and information as appropriate, address routine matters, and escalate items requiring additional review or decision-making.Assist with the planning and execution of events, convenings, speaking engagements, conferences, and other activities, both on-site and off-site, including any associated Continuing Medical Education (CME) and Continuing Education Unit (CEU) applications, as applicable.Coordinate with external stakeholders and partners to support meetings, events, convenings, and other program activities.Represent the organization at events and convenings.Track, monitor, and support special projects assigned by leadership, including team-wide gatherings, external stakeholder convenings, and other activities.Maintain accurate and up-to-date Salesforce records, ensuring information is entered and updated in a timely manner.Assist with coordination, logistics, planning, and preparation for Board meetings.Liaise with Art and Wellness Enterprises (AWE), the organization's shared services provider, to ensure seamless communications and utilization of AWE services for assigned functional areas, special projects, and operational alignment:With AWE Technology to coordinate technology needs for assigned functional areas, including hardware and software needs, SharePoint, Asana, Salesforce, Workday, Adaptive, etc.With AWE Finance to support budget management processes, including monthly close processes, variance reporting, quarterly projections, and annual budgeting.With AWE People Services for personnel matters for assigned functional areas, including hiring and onboarding.With AWE Procurement to support key vendor and partner coordination for assigned functional areas including sourcing and contract processes, while liaising with internal and external partners as required.Perform other duties and responsibilities as assigned to support evolving organizational needs.Qualifications and RequirementsBachelor's degree in business administration, nonprofit management, public administration, operations management, communications, health administration, or a related field preferred.2–4 years of progressively responsible experience in administrative coordination, operations support, project coordination, or related roles. Event planning and resource allocation experience a plus.Experience supporting nonprofit, healthcare, higher education, public sector, or similar organizations preferred.Demonstrated experience coordinating workflows, supporting administrative processes, and organizing information within documentation-heavy and compliance-driven environments.Proven ability to manage competing priorities, coordinate multiple workflows and administrative activities simultaneously, and maintain organized, accurate work in a fast-paced environment.Strong communication (verbal, written, and presentation) and interpersonal skills with the ability to communicate clearly, route information effectively across teams, and support coordination among internal and external stakeholders.Problem-solving skills with the ability to identify challenges, exercise sound judgment, and recognize coordination issues requiring appropriate escalation.Strong organizational and documentation management skills with attention to detail and accuracy.Demonstrated ability to collaborate with cross-functional teams and external partners to support workflow coordination, department activities, and organizational standards.Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, and collaboration and workflow management tools such as Microsoft Teams, SharePoint, and Asana, with the ability to learn and adapt to new technology platforms.High level of professional integrity and the ability to handle confidential and sensitive information with discretion.Ability to work both independently and collaboratively within a multidisciplinary team.Demonstrated ability to remain focused and steady in fast-paced environments with competing demands, including periods of transition, uncertainty, or operational strain.Ability to thrive in a fast-paced, ever-changing environment, remaining adaptable and resilient.Physical Demands and Work Environment:The physical demands and work environment characteristics described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.Physical demands: In the work environment described, this position requires utilizing a computer and a telephone for prolonged periods of time, good hand-eye coordination, bending and stretching, and the physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.Work environment: Work is performed on-site (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires interaction with both the public and internal team members in a professional and courteous manner. Some travel will be required and a flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.Heartland Whole Health Institute is an equal opportunity employer committed to building and maintaining a workplace that is free of discrimination and harassment of any kind. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin,