Program and Administrative Coordinator

2 weeks ago

Washington, DC, United States Lupus Foundation of America, Inc. Full time
POSITION SUMMARY

The Lupus Foundation of America (LFA) is dedicated to improving the quality of life for all people affected by lupus through programs of research, education, and advocacy. We are seeking a highly organized and proactive Program and Administrative Coordinator to provide dual support across our Educational Programs team and the Executive/Operations functions. This role is designed for someone who enjoys variety, thrives on details, demonstrates strong organizational skills, communicates updates clearly, and can balance priorities across multiple stakeholders.

The position is approximately 50% program coordination and educational team support, including material management and fulfillment, and 50% executive and operations support. The ideal candidate will bring strong administrative expertise, excellent communication skills, and a collaborative mindset to ensure both successful program delivery and organizational efficiency.

This role combines executive-level administrative support with hands-on program coordination, requiring discretion, initiative, strong follow-through, and the ability to anticipate needs while managing multiple priorities.

KEY RESPONSIBILITIES

Educational Team Support & Material Fulfillment (50%)
  • Coordinate and track fulfillment of educational program materials (digital and physical).
  • Manage inventory of learning materials, supplies, and resources; ensure timely restocking and accurate recordkeeping.
  • Assist with the preparation, formatting, and distribution of educational content (presentations, handouts, course packets).
  • Support planning, scheduling, and execution of education programs, events, trainings, webinars, workshops, and exhibit booth opportunities. (e.g., scheduling, communications, preparing participant materials).
  • Support efforts to track program participant registration, attendance, engagement, referrals, and outcomes; maintain organized program reports and database entries.
  • Serve as administrative support for the volunteer engagement and recognition efforts, ensuring accurate tracking of participation and assisting with communication, and reporting.
  • Coordinate scheduling and logistics for committee meetings, interviews, and volunteer activities.
  • Assist with funder and internal reporting requirements related to education programs.
  • Support coordination with partners, vendors, and community collaborators.
  • Support eStore promotion planning, execution, coordination, sales, material tracking and reporting in collaboration with internal teams.
  • Draft procedures and documentation to support operational efficiency and consistency across education programs.
  • Draft and edit emails, memos, reports, and presentations as needed.
  • Support education team by organizing signatures for contracts, and maintaining contract files, ensuring leadership has timely access to finalized agreements and key contract details.
Executive & Operations Support (50%)
  • Provide scheduling, calendar management, and travel coordination support for President & CEO.
  • Serve as the first point of contact for routine inquiries received by phone, email and mail.
  • Assist in coordination of board meetings, staff meetings, and cross-departmental communications.
  • Manage Executive invoices, expense reports, and vendor communications as appropriate.
  • Maintain files, records, and executive documentation with discretion and accuracy.
  • Track organizational deadlines, follow up on action items, and maintain strong internal communication channels.
  • Serve as the primary point of contact for building management, ensuring timely resolution of maintenance requests, managing access (fob/key) distribution, overseeing office supply procurement, and maintaining a well-organized office environment.
  • Other duties as assigned.
POSITION REQUIREMENTS
  • 2+ years of experience in an office-based administrative, coordination, or program support role.
  • A natural organizer who can juggle multiple projects at once with strong attention to detail.
  • Excellent written and verbal communication skills, including drafting professional correspondence and reports.
  • Strong interpersonal skills.
  • Comfortable with Microsoft Office, relationship management and project management tools, and a quick learner with new software.
  • Discreet, reliable, and able to handle sensitive information.
  • Excited about supporting both our educational mission and our daily operations.
  • Ability to work occasional non-standard hours, including evenings or weekends, to support events and educational programming (1-2 times per month).
  • Ability to lift and move packages or boxes weighing up to 40 pounds as part of mailing and office support duties.
Working at Lupus

The Lupus Foundation of America prioritizes the health and well-being of its employees. The Foundation offers a highly competitive benefits package including medical, dental, vision and life insurance covered at 100% for the employee. We provide sick, vacation, and personal leave, and we follow the federal government for most holiday closures. Other benefits include Health Reimbursement Arrangement, Flexible Spending Accounts and an Employee Assistance Program.

Other Details
  • Must have a dedicated home office or workspace with reliable internet connectivity, ensuring the ability to perform job duties effectively and participate in virtual meetings without disruptions.
  • Will be required to come into the DC office twice a week.
  • Ability to interact with people of all ages and cultural backgrounds.
  • LFA participates in E-Verify.
  • Background checks are required.
  • $28.000 - $30.00/hr based on experience
  • Full-time, non-exempt

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