Program Coordinator - SSMCP

Under the direction of the Program Manager, the Program Coordinator serves as the primary administrative, operational, and project coordination support position for the South Sound Military & Communities Partnership (SSMCP). This position is responsible for coordinating executive meetings, supporting regional committees and working groups, planning and executing events, managing organizational communications, managing budgets and project tracking systems, coordinating partner outreach, preparing executive‑level materials, and ensuring timely completion of organizational priorities.

The Program Coordinator plays a critical role in the day‑to‑day operation of SSMCP and must be capable of independently managing multiple competing priorities while maintaining exceptional organization, attention to detail, and professional communication. Because SSMCP operates with a small staff, this position requires a high degree of initiative, accountability, and the ability to timely execute assignments with minimal supervision. Coordination is essential and work is expected to be complete in sufficient time for review and dissemination to recipients.

This is an AFSCME represented position.

• Serve as support staff to the SSMCP's Executive Leadership Team and Steering Committee
• Coordinate all Executive Leadership Team, Steering Committee, Working Group, and Elected Officials Council meetings, schedules and logistics.
• Prepare agendas, presentations, meeting packets, attendance rosters, nameplates, and supporting materials.
• Maintain action item tracking systems and ensure timely follow‑up on assignments.
• Draft executive correspondence, briefing materials, reports, meeting summaries, and presentation materials, maintaining files and organizational records.
• Manage organizational calendars and project timelines.

• Manage multiple projects, tracking milestones, deliverables, deadlines, and partner commitments, anticipate deadlines, initiate work, and flag risks or scheduling conflicts.
• Maintain project tracking systems and provide regular status updates to leadership and partners.
• Plan and execute assignments, resolve conflicts, coordinate with partners, and apply established policies and procedures.
• Support implementation of strategies for data collection, analysis, reporting, communications, social media, and monitoring of SSMCP priorities.

• Maintain organizational budget tracking spreadsheets and update them as invoices are processed.
• Process invoices, reconcile expenditures, and verify the accuracy of all financial information before submission.
• Prepare budget reports for executive leadership, assist the Program Manager with preparing and reconciling monthly, quarterly, and annual grant reports.
• Maintain financial and grant documentation in accordance with applicable requirements.

• Coordinate multiple regional meetings and events from initial planning through post‑event follow‑up.
• Manage venue reservations, catering, registration, audiovisual needs, sponsorship coordination, speaker logistics, attendee communications, signage, and event materials.
• Prepare Eventbrite registrations, marketing materials, Outlook calendar invitations, and post‑event communications.
• Ensure post‑event follow‑up, thank‑you correspondence, social media, and meeting summaries are completed within established timelines.

• Draft professional correspondence on behalf of the Program Manager, proofread all communications for grammar, formatting, completeness, and professionalism prior to distribution.
• Prepare newsletters, social media posts, press releases, and partner communications, maintain SSMCP website…