Program Operations Coordinator

Core Responsibilities

• Coverage of operational priorities across the Programs Division to ensure projects, initiatives, and deliverables remain on schedule.
• Maintain project management systems, shared work plans, trackers, and operational dashboards.
• Support the implementation and continuous improvement of standard operating procedures (SOPs), workflows, and operational processes.
• Identify operational bottlenecks and recommend solutions that improve efficiency and collaboration.
• Ensure program documentation remains organized, accurate, and accessible.

Leadership & Executive Support

• Coordinate calendars, meetings, scheduling, and logistics for the Managing Director of Programs.
• Support leadership meetings, one-on-one meetings, team meetings, and cross-functional planning sessions.
• Prepare meeting agendas, capture meeting notes, document key decisions, and track follow-up action items.
• Career interviews, hiring logistics, and onboarding activities across the Programs Division.
• Aid in travel coordination, conference logistics, and leadership event planning as needed.

Cross-Functional Coordination & Communication

• Provide operational support to Directors, Managers, and cross-functional project teams.
• Coordinate communication, shared initiatives, and collaborative projects across program functions.
• Ensure organizational priorities remain aligned and information flows effectively across teams.
• Support division-wide planning meetings, retreats, and organizational initiatives.
• Strengthen collaboration by ensuring accountability, transparency, and timely follow-through.

Recruitment & Program Administration

• Support recruitment communications, interview scheduling, and onboarding logistics.
• Aid in Fellow outreach, event registration, and participant communications.
• Develop and maintain forms, templates, operational resources, and recruitment materials.
• Coordinate administrative support during recruitment cycles, orientations, retreats, and major program events.

Operational Systems & Continuous Improvement

• Conduct research and gather information to support operational decision-making.
• Review, proofread, and format internal and external documents.
• Support implementation of new systems, tools, and operational improvements.
• Troubleshoot operational issues and coordinate solutions across the Programs Division.
• Recommend process improvements that strengthen operational effectiveness and team productivity.

Organizational Collaboration

• Partner closely with the Managing Director of Programs to support division-wide priorities.
• Collaborate with Directors and Managers to ensure consistent execution of organizational initiatives.
• Support cross-functional meetings, planning sessions, and strategic projects.
• Champion Black Men Teach's mission, values, and culture of operational excellence.