Technical Program Coordinator

Technical Program Coordinator

The Technical Program Coordinator supports the operational planning and execution of enterprise technical capability development programs, with primary responsibility for supporting the global Systems Engineering Certificate Program (SECP).

This role coordinates project activities, schedules, communications, participant and instructor logistics, financial tracking, program systems, and administrative processes required to deliver high-quality programs consistently across regions.

The Technical Program Coordinator serves as a central point of coordination among program leadership, participants, instructors, regional partners, Finance, HR, Procurement, vendors, and other stakeholders. Success in this role requires strong organization, attention to detail, proactive follow-through, problem-solving skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Program & Project Coordination

• Develop and maintain project plans, schedules, milestones, and action trackers for global cohorts, modules, and program activities.
• Translate program milestones into tasks, dependencies, owners, due dates, and deliverables in coordination with the Program Lead.
• Monitor progress against established plans and identify schedule, resource, financial, or delivery concerns.
• Track risks, issues, decisions, and open action items and escalate concerns when appropriate.
• Follow up with stakeholders regarding outstanding commitments, deliverables, and deadlines.
• Coordinate multiple concurrent cohorts and workstreams across regions and time zones.
• Maintain program templates, checklists, processes, and documentation to support consistent program execution.

Cohort Planning & Program Delivery

• Coordinate operational readiness activities for program cohorts and modules.
• Coordinate facilities, room reservations, catering, supplies, AV/technology, participant materials, shipping, and other delivery requirements.
• Maintain regional readiness plans and checklists.
• Coordinate participant and instructor travel requirements and related communications.
• Confirm required resources, materials, systems, and support are available prior to program milestones.
• Support readiness reviews and track identified gaps through resolution.
• Coordinate post-module activities, including surveys, retrospectives, lessons learned, and follow-up actions.

Participant & Instructor Coordination

• Coordinate participant activities from application through program completion.
• Maintain participant rosters, application status, waitlists, attendance, assessments, completion requirements, certificates, and other program records.
• Coordinate onboarding, confirmations, pre-work, travel guidance, reminders, and completion communications.
• Respond to participant questions and route or escalate issues when additional support is required.
• Maintain instructor assignments, schedules, availability, and preparation requirements.
• Coordinate instructor planning meetings, travel, materials, and delivery-readiness activities.
• Maintain information related to instructor development activities, observation opportunities, co-instruction, and future assignments.
• Capture instructor feedback and track resulting action items.

Financial & Administrative Coordination

• Maintain program budget trackers, forecasts, commitments, actual expenses, and projected costs based on information provided by program leadership and Finance.
• Coordinate purchase orders, invoices, vendor payments, travel expenses, procurement requests, and related administrative processes.
• Support participant cost-recovery and cross-charge activities in partnership with Finance.
• Track financial transactions and follow up on outstanding items, exceptions, or discrepancies.
• Maintain accurate supporting documentation for program financial activities.
• Assist with preparation of financial summaries, variance information, and leadership reporting.

Communications & Stakeholder Coordination

• Coordinate program communications for participants, managers, instructors, HR partners, regional stakeholders, and other audiences.
• Draft communications related to applications, selection, schedules, travel, program expectations, delivery, and completion.
• Schedule and coordinate recurring planning, status, and governance meetings.
• Prepare agendas, document decisions and action items, and track follow-up activities.
• Maintain productive working relationships across functions, businesses, regions, and organizational levels.
• Provide responsive and professional support to employees, leaders, vendors, universities, and external partners.

Systems, Data & Reporting

• Maintain accurate program information using Microsoft Planner, SharePoint, Teams, Loop, Forms, Excel, and other program platforms.
• Maintain participant, instructor, financial, schedule, and program-performance data.
• Follow established data-management and documentation practices across cohorts and regions.
• Maintain dashboards and reports related to participation, completion, delivery status, instructor capability, financial performance, and other program measures.
• Assist with preparation of regular status reports for program leadership and governance meetings.
• Maintain organized, current, and accessible program documentation.
• Identify opportunities to simplify or automate recurring administrative tasks.

Continuous Improvement

• Support operational retrospectives and lessons-learned activities.
• Identify recurring administrative challenges, inefficiencies, and opportunities for process improvement.
• Recommend practical improvements to program processes, templates, checklists, and documentation.
• Update operating materials based on approved process changes and lessons learned.
• Support efforts to establish consistent and repeatable processes across technical capability programs.

Responsibility Level

• Works independently on assigned responsibilities under the direction of the Program Lead.
• Coordinates day-to-day program activities, project tracking, logistics, communications, and administrative processes.
• Manages multiple priorities and deadlines across functions, regions, and stakeholders.
• Proactively follows up on outstanding tasks and identifies potential issues requiring attention.
• Resolves routine operational issues independently and escalates higher-risk, financial, strategic, or policy-related matters to program leadership.
• Maintains accountability for accurate records, timely communications, and completion of assigned deliverables.
• Works effectively with technical leaders, instructors, Finance, HR, Procurement, vendors, and employees across organizational levels and cultures.
• Handles participant, financial, and program information with appropriate discretion and accuracy.

Required Qualifications

• Bachelor's degree or equivalent relevant experience.
• 25 years of experience in project coordination, program coordination, operations, learning/program delivery, or a related field.
• Experience supporting projects or programs involving multiple stakeholders, dependencies, deadlines, and competing priorities.
• Strong organizational and project coordination skills, including task tracking, scheduling, action-item management, documentation, and stakeholder follow-up.
• Experience coordinating activities across multiple functions, locations, or time zones.
• Experience supporting financial or administrative processes such as budgets, purchase orders, invoices, procurement, expenses, or cost tracking.
• Strong problem-solving skills with the ability to identify issues, gather information, recommend solutions, and escalate when appropriate.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to data accuracy, organization, process discipline, and follow-through.
• Proficiency with Microsoft 365 tools, including Excel, PowerPoint, Outlook, Teams, SharePoint, Planner, Forms, and/or Loop.
• Ability to quickly learn and effectively use enterprise systems and digital tools.
• Ability to work independently, establish priorities, and manage multiple assignments with limited day-to-day supervision.

Preferred Qualifications

• Experience supporting learning, technical capability, talent development, or enterprise development programs.
• Experience with financial systems, procurement processes, purchase orders, invoicing, or internal cost recovery.
• Experience coordinating instructor-led or cohort-based programs.
• Experience working with engineering or technical organizations.
• Project management training or coursework.
• Experience maintaining project dashboards, reports, templates, or standardized processes.

EOE (Veteran/Disability)