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Position Summary:
The Program & Operations Coordinator plays a key role in ensuring the smooth execution of organizational programs, events, grants, and internal operations. This position supports multiple programs and functions, including event planning, grants administration, donor and sponsor engagement, communications, and general administrative tasks. The ideal candidate is highly organized, detail-oriented, proactive, and able to juggle multiple priorities in a fast-paced environment.

Key Responsibilities:
1. Event and Program Coordination
• Manage registration platforms (e.g., Eventbrite) for periodic events.
• Coordinate logistics for events, including gathering speaker bios/photos, sending mass emails, managing RSVPs, and assisting with food and seating arrangements.
• Prepare and distribute event materials such as certificates, fact sheets, and forms.
 • Assist in organizing programs.
• Support delegation coordination including applications, payments, and follow-up communications.

2. Grant Administration
• Administer the grants programs, including SmarterSelect platform support. • Assemble and distribute grantee packets (agreements, banking forms, templates).
• Track and file grantee progress reports.
• Assist with compiling the annual grant report.

3. Sponsor, Donor, and Member Engagement
• Manage sponsor/recruiter communications and invoicing.
• Track pledges and donations for events and other initiatives.
• Support patron and sponsor material development.
• Manage dues collection and member onboarding processes. 

4. Communications and Publications
• Assist with drafting and distribution of organizational communications including “The Minute” (weekly), “Connections” (quarterly), Save the Dates, invitations, ballots, surveys, and annual reports.
• Manage email platforms (e.g., Mailchimp, Paperless Post) and audience segmentation.
• Provide support for the website through coordination with the webmaster.

5. Internal and Administrative Support
• Support the Executive Director with ad hoc tasks.
• Prepare meeting materials and minutes for the Board of Directors.
• Maintain key board documentation including dues, bios, conflict of interest forms.
• Schedule Zoom meetings and assist with reports for committees, chapters, and other internal groups.
• Manage organizational email, voicemail, mail handling, and insurance documentation.
• Record and reconcile ACH, check donations, and vendor payments.
• Collect W-9s and manage vendor billing.

Qualifications:
• 2–4 years of experience in nonprofit administration, program coordination, or a similar role. 
• Strong organizational and time-management skills with attention to detail. • Proficient in digital tools such as Mailchimp, Eventbrite, Monday.com, and Microsoft Office/Google Workspace.
• Experience with CRM, email marketing, and grant application platforms (e.g., SmarterSelect) is a plus. 
• Excellent communication and interpersonal skills. 
• Ability to work independently and handle confidential information with discretion.