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Program Operations Coordinator

2 months ago

San Francisco, California, United States Jewish Vocational Service (San Francisco) Full time
Program Operations Coordinator

Overview
The Program Operations Coordinator plays a vital role within the Contract Compliance team in the Program department, ensuring efficient program execution. This position encompasses logistical management, documentation oversight, program resource allocation, setup facilitation, survey administration, and event assistance.

The successful candidate will exhibit exceptional organizational capabilities, a keen eye for detail, and proficient communication skills with both internal teams and external partners.


Key Responsibilities

Logistical Management:
- Confirm program timelines with relevant teams to ensure cohesive operations.
- Develop and maintain program schedules, outlines, and post-program evaluation documents.
- Secure and manage venues for program-related activities, ensuring suitable locations for events and classes.

Data and Documentation Oversight:

- Assist program personnel by inputting participant information into the organization’s database, including enrollments, closures, training completions, and follow-ups.

- Conduct quality checks on data entries to guarantee accuracy and adherence to organizational standards.
- Collect and safeguard confidential participant data pertinent to eligibility and assist in the evaluation process.
- Organize and maintain participant records for program assessments, financial audits, and compliance with contractual obligations.
- Support all facets of contract management, including compliance, record-keeping, and data monitoring.
- Establish SharePoint structures for program documentation.
- Prepare necessary documents in electronic signature platforms and ensure accurate completion.

Program Setup and Support:
- Confirm and arrange virtual classrooms for program use.
- Prepare onboarding materials and establish user accounts for various online platforms.
- Troubleshoot access issues for participants to ensure seamless entry to digital resources.
- Procure program materials as required and fulfill participant resource requests.
- Prepare and maintain training materials to support participant engagement.
- Administer program feedback surveys to evaluate participant satisfaction.
- Provide support for internal and community events, ensuring successful execution and engagement.

Qualifications

Essential Qualifications:
- Strong verbal and written communication skills.
- Ability to support diverse programs and adapt to meet organizational needs.
- Excellent organizational skills with a strong focus on detail and deadlines.
- Collaborative mindset, working effectively with colleagues and participants across teams.
- Demonstrated problem-solving abilities and a willingness to seek assistance when necessary.
- Proven experience in delivering high-volume administrative support in a fast-paced environment.
- Proficiency in Microsoft Office and CRM systems.

Preferred Qualifications:
- Experience in direct service or participant support roles.
- Background in coordinating large-scale scheduling and space management while balancing competing requirements.
- Familiarity with Salesforce, Microsoft Office, and Google applications.
- Understanding of workforce development initiatives.

What We Offer:
- Competitive annual salary range.
- Comprehensive medical and dental coverage for employees.
- Generous vacation and paid sick leave policies.
- Paid holidays.
- Retirement contribution matching.
- Flexible spending accounts for healthcare and dependent care.
- Employee assistance programs and professional development opportunities.
- Hybrid work model with expectations for in-office collaboration.