Program Operations Coordinator

POSITION SUMMARYThe Program Operations Coordinator provides administrative, operational, compliance, and project coordination support across the Programs and Strategy and Innovation divisions. The role serves as a central resource for program administration, document and data management, cross-functional coordination, and organizational accountability, including serving as the primary point person for Council on Accreditation reviews and annual updates.The Coordinator supports program leaders and teams by tracking projects and deadlines, maintaining records and reporting tools, coordinating training and compliance activities, organizing meetings and special projects, and facilitating accreditation documentation and follow-up. The position also provides limited executive and leadership support for select high-level or time-sensitive needs. Success in this role requires strong organization, attention to detail, sound judgment, proactive follow-through, and the ability to manage multiple priorities while handling confidential information appropriately.ESSENTIAL RESPONSIBILITIESProgram Administration and CoordinationProvide general administrative support to program leaders and teams across the Programs division.Maintain and organize program forms, templates, manuals, handbooks, procedures, and shared electronic files.Track departmental projects, deliverables, deadlines, approvals, and follow-up items.Assist with departmental communications and the coordination of cross-functional work.Support preparation and organization of materials for grants, contracts, accreditation, licensing, monitoring, and regulatory reviews.Serve as the primary point person for coordinating Council on Accreditation reviews and annual updates, including timelines, communications, document collection, submission requirements, and follow-up with internal stakeholders.Assist with department-wide meetings, trainings, staff appreciation activities, and other internal events, including supplies, food orders, room setup, and related logistics.Provide support for records requests and peer-record review processes in accordance with organizational procedures and confidentiality requirements.Leadership SupportProvide limited scheduling and meeting coordination support to the Senior Vice President of Programs and the Chief Strategy and Innovation Officer, prioritizing high-level or time-sensitive needs.Assist with select leadership meetings by coordinating invitations, logistics, materials, notes, and follow-up items as requested.Prepare and format occasional correspondence, reports, presentations, and other leadership materials.Training and Compliance SupportCollect, upload, file, and maintain training certificates, attendance documentation, and other compliance records in designated systems.Assist with training registrations, rosters, scheduling, communications, and post-training documentation.Generate routine training compliance reports and identify missing or incomplete documentation for follow-up.Assist program and compliance leaders with documentation needed for audits, licensing reviews, accreditation, and contract monitoring.Data Tracking and ReportingMaintain accurate program tracking spreadsheets, databases, dashboards, and reporting tools.Collect, organize, and compile information for internal reports, board materials, grant reports, leadership updates, and compliance reviews.Perform routine data-quality checks and follow up with appropriate staff to resolve missing, incomplete, or inconsistent information.Prepare recurring and ad hoc summaries that support program operations, continuous quality improvement, and leadership decision-making.Maintain documentation of reporting schedules, data definitions, and submission requirements.Department Operations SupportAssist with purchasing, supply ordering, vendor coordination, and department-wide administrative needs.Support monthly credit card, mileage, and expense reconciliation processes in coordination with program staff and Finance.Maintain organized records and support document retention in accordance with organizational requirements.Serve as a dependable administrative resource and help improve workflows, templates, tracking tools, and follow-up processes.Demonstrate Wellroot mission-driven values of integrity, excellence, and inclusion, and integrate these values into daily work.Adhere to organizational policies and procedures as described in Wellroot’s Employee Handbook.Perform other related duties and special projects as assigned.Qualifications:Bachelor’s degree preferred; an equivalent combination of education and relevant experience may be considered.Minimum of three years of progressively responsible experience in administrative support, program coordination, office operations, project support, or a related role.Experience supporting senior leaders or multiple departments is preferred.Experience with compliance tracking, training administration, data management, or reporting is preferred.Experience in nonprofit, child welfare, human services, healthcare, education, or a related environment is preferred.Knowledge, Skills, Abilities:Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, OneNote, OneDrive, Teams, and SharePoint.Strong organizational, time-management, project coordination, and follow-through skills.High level of accuracy and attention to detail in data entry, document management, and reporting.Ability to prioritize competing demands, anticipate needs, and work independently with minimal supervision.Excellent written, verbal, interpersonal, and customer-service skills.Sound judgment and demonstrated ability to appropriately handle confidential and sensitive information.Ability to work collaboratively across programs, departments, roles, and locations.Ability to learn and use databases, learning management systems, case management systems, and other organizational technology.Commitment to trauma-informed, strengths-based, and mission-centered work. #J-18808-Ljbffr