Program Operations Coordinator
Job Description
Job Position: Program Operations Coordinator
Location: Austin, TX 78701
Description: Position Type: Temporary (6 month assignment, may extend)
Location: Austin, TX (Hybrid;minimum 3 days per week in office)
Position Overview
An education and community focused nonprofit organization is seeking a temporary Administrative & Program Support Associate to provide administrative, operational, and programmatic support across multiple teams. This role supports internal operations, events and convenings, program documentation, and core administrative processes. The position works closely with staff across the organization and reports directly to senior leadership.
Key Responsibilities
- Administrative Support (some duties may be performed remotely)
- Provide general administrative assistance to staff, including:
- Drafting, sending, and responding to emails at staff direction
- Scheduling meetings across multiple calendars
- Monitoring event registrations and following up with unregistered invitees
- Reviewing reimbursement requests for completeness and accuracy
- Proofreading written materials and communications
- Following up with external participants to ensure timely completion of tasks and deliverables
Data Management & Documentation
- Support accuracy, organization, and accessibility of program information by:
- Reviewing and redacting transcripts
- Performing data entry and data cleaning tasks
- Updating information in internal databases and online platforms
- Converting meeting notes and written materials into organized digital guides with links and references
- Exporting survey results and sharing relevant data with team members
Program & Operations Support
- Provide coordination and logistical support for programs and internal operations, including:
- Transferring action items and next steps from meetings into project management systems
- Supporting documentation of internal workflows and program practices
- Assisting with the development of standard operating procedures (SOPs)
- Preparing materials for staff attending external meetings or events
- Coordinating with external vendors for printed materials and event supplies
- Managing mailing and shipping projects
- Supporting office organization and general operational needs
- Tracking inventory (including serial numbers where applicable) and maintaining equipment check in/check out processes
Event & Convening Support
- Provide logistical and technical assistance for in person and virtual events, including:
- Managing registration desks and participant check in
- Taking attendance during virtual meetings and events
- Administering and updating event surveys
- Supporting installation and removal of event displays and materials
- Assisting with loading, unloading, transporting, and storing equipment and materials
Qualifications & Requirements
- Commitment to the organization s mission and values
- Prior administrative experience preferred
- Strong written, verbal, and interpersonal communication skills
- High level of professionalism, reliability, and discretion
- Strong organizational skills with the ability to manage multiple tasks and deadlines
- Ability to take direction, follow through, and work collaboratively
- Sound judgment when handling sensitive and confidential information
- Proficiency with Google Docs, Google Sheets, and Zoom
- Willingness to learn new software platforms as needed
- Strong initiative, work ethic, and comfort operating in a fast paced and occasionally ambiguous environment
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