Program Coordinator, Development

Program Coordinator, Development

The Program Coordinator, Development provides coordination and administrative support for assigned functional areas, supporting day-to-day activities, programs, and organizational priorities. This role coordinates communication, scheduling, travel, budgets, meetings, events, and other administrative processes while helping ensure work is organized, accurate, and completed in a timely manner.

The Program Coordinator works collaboratively with leaders, team members, other administrative roles, external stakeholders, and shared services partners to provide support across multiple programs, departments, or work streams based on organizational priorities and workload needs. The position helps maintain continuity, coordination, and effective information flow across functional areas while adapting to changing needs and priorities.

Success in this role requires strong organizational, coordination, and operational support skills, along with the ability to manage multiple priorities, support cross-functional collaboration, exercise sound judgment, and proactively support evolving organizational needs in a dynamic, fast-paced environment. The role also requires attention to detail, adaptability, discretion in handling confidential and sensitive information, strong communication and interpersonal skills, and a collaborative approach.

Essential Duties and Responsibilities

• Coordinate scheduling and logistics needs for assigned functional areas, primarily supporting the schedules of applicable leaders.
• Serve as an initial point of contact for routine inquiries and requests related to assigned functional areas, providing routine information, coordinating follow-up, routing matters to appropriate team members, and escalating issues as needed.
• Organize internal and external meetings, events, and guest visits and ensure proper setup, including ordering food and beverages (as required), notifying attendees, managing logistics, drafting and distributing agendas, and providing a seamless and professional experience.
• Coordinate travel logistics for events and activities within assigned functional areas, including flights, transportation, lodging, and any other travel support as needed.
• As needed, accurately record and distribute detailed meeting notes, action items, and key decisions from meetings, ensuring clear communication and follow-up on tasks and deadlines.
• Track, monitor, and follow up on project-related activities, dependencies, and action items for assigned functional areas, collaborating closely with applicable leaders to provide regular updates on outstanding tasks.
• Assist with the creation of initial budgets, regularly review actual budget performance for assigned functional areas, follow up on budget variances, and prepare expense reports.
• Provide coordination and administrative support across functional areas as needed to address workload demands, shifting priorities, and organizational needs.
• Provide administrative and coordination support for the President's Office, based on organizational needs and priorities, including scheduling, meeting logistics, travel coordination, correspondence, and other administrative needs as assigned.
• Collaborate with other administrative roles to provide coverage, share workload, support continuity across functional areas, and identify opportunities to improve and streamline administrative processes as organizational needs require.
• Coordinate meetings and visits for key stakeholders, executive-level guests, and other visitors, including coordinating catering needs, technology and audiovisual support, and guest needs.
• Provide tours of the Heartland Whole Health Institute building for key stakeholders, executive-level guests, and other visitors.

Program Support

• Assist with programs, services, and initiatives within assigned functional areas that support organizational priorities.
• Provide administrative, coordination, and program support for function-specific processes, activities, and requirements within assigned functional areas.
• Maintain tracking tools and documentation to monitor administrative workflows, deadlines, follow-up items, and outstanding information across assigned functional areas.
• Organize and maintain accurate and current records, files, documentation, correspondence, and related materials to support program and administrative activities.
• Identify incomplete information, workflow issues, or other coordination needs, route requests and information as appropriate, address routine matters, and escalate items requiring additional review or decision-making.
• Assist with the planning and execution of events, convenings, speaking engagements, conferences, and other activities, both on-site and off-site, including any associated Continuing Medical Education (CME) and Continuing Education Unit (CEU) applications, as applicable.
• Coordinate with external stakeholders and partners to support meetings, events, convenings, and other program activities.
• Represent the…