Program Support Coordinator

Core Responsibilities

• Serve as the primary point of contact for visitors, employees, customers, vendors, and other stakeholders by greeting guests, answering and directing incoming calls, and responding to routine inquiries.
• Process incoming mail and coordinate outgoing mailings, shipments, and correspondence.
• Cook up office, facility, and marketing supply orders to support departmental operations.
• Support facility operations by coordinating service requests, work orders, vendor communications, and related administrative activities.
• Support the Donor Family Services Program by preparing bereavement mailings, donor-recipient correspondence, outcome letters, and related communications.
• Aid with organizing, hosting, and managing organizational meetings, events, and special projects.

Billing Support

• Obtain purchase orders from facilities and maintain supporting documentation for billing activities.
• Verify pricing information, process approved pricing updates, and maintain related records.
• Respond to vendor billing inquiries and coordinate with internal stakeholders to support issue resolution.
• Support the review, reconciliation, and closeout of consignment packets.
• Enter, update, and maintain billing, pricing, and operational information within spreadsheets and internal systems.

Additional Requirements

• Occasional flexibility in work schedules may be required to support meetings, events, special projects, or other business needs.

Required Competencies

• Customer Service: Provides professional, responsive, and accurate service to employees, customers, vendors, visitors, and other stakeholders.
• Attention to Detail: Maintains accuracy when performing administrative, recordkeeping, documentation, and data management activities.
• Organization & Coordination: Manages multiple priorities, deadlines, and administrative activities while maintaining productivity and quality.
• Communication: Communicates clearly and professionally both verbally and in writing.
• Confidentiality & Judgment: Maintains confidentiality and exercises sound judgment when handling sensitive information and administrative matters.
• Collaboration & Adaptability: Works collaboratively within a team environment and adapts effectively to changing priorities and organizational needs.
• Technology Proficiency: Utilizes Microsoft Office applications, databases, spreadsheets, and business systems effectively to support daily operations.
• Problem Solving: Identifies routine issues, gathers relevant information, and takes appropriate action or escalates matters to support timely resolution.
• Reliability & Accountability: Demonstrates dependability by meeting attendance expectations, completing assigned responsibilities, and following through on commitments in a timely manner.

Work Environment & Physical Demands

• Work is primarily performed in an office environment and requires prolonged periods of sitting, computer use, and use of standard office equipment.
• Frequent interaction with employees, customers, vendors, visitors, and other stakeholders is required.
• May be required to move throughout the facility to support operational, administrative, and departmental needs.
• Ability to lift and carry packages, office supplies, and other materials weighing up to 25 pounds.