Program Support Coordinator
Role Summary
The Program Support Coordinator provides the logistical and administrative backbone for training delivery: booking facilities and travel, managing webinar and Zoom infrastructure, maintaining student records, and handling the administrative details that keep training events running smoothly.
Reports to the Director of Training Operations, working in close day-to-day support of both the Training Manager and the Instructor Manager.
Key Responsibilities
Training Logistics and Coordination
- Source and book training facilities and test houses in the near term as required
- Coordinate instructor travel, lodging, and transportation, including booking flights and hotels and updating them as schedules change
- Send out Airbnb information and troubleshoot check-ins each Sunday as required
- Manage training event housing and travel logistics
- Coordinate shipping of equipment and training materials
- Order and send materials needed for training, including EA manuals, Retrotec equipment, lead testing supplies, and CL/RIT materials
- Assist with classroom and training site logistics
- Support training preparation and post-class follow-up
Webinar and Zoom Administration
- Manage all Zoom accounts and webinars
- Create Zoom meetings for all webinar trainings and update Airtable with the correct link
- Start and host Zoom classes for instructors when needed
Student and Program Administration
- Maintain student rosters and enrollment records, updating them as needed
- Manage LMS updates and course administration
- Track registrations and participant information
- Create unique certificates for training programs
- Support student recordkeeping and reporting
- Assist with training communications and reminders
Systems and Data Management
- Order BPI/BSP exams when needed
- Assist with reporting and data tracking
- Maintain operational documentation and records
- Support process automation and system improvements
Administrative and Financial Support
- Consolidate and send institutional rosters for invoicing
- Process receipts, expenses, and purchasing requests
- Coordinate equipment orders and inventory tracking
- Assist with vendor communication and logistics
- Support operational projects and initiatives
- Maintain organized records and documentation
What We're Looking For
- Strong organization skills. This is the most important trait for this role
- Ability to quickly learn new software and systems (Airtable, Zoom, the LMS, and similar tools)
- Attention to detail, especially with student records, rosters, and certificates
- Comfort juggling multiple logistics threads at once, such as travel, facilities, and materials, without losing track of details
- Strong communication skills for coordinating with instructors, vendors, and internal teams
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