Senior Program Operations Coordinator

The Senior Program Operations Coordinator provides centralized operational and administrative coordination across Sectoral Programs and serves as a key support partner to the Managing Director. The position is responsible for helping ensure that program timelines, recruitment and enrollment activities, program launches, events, documentation, meetings, and other operational deliverables remain organized and on track.

Working across program teams, the Senior Program Operations Coordinator maintains operational calendars, checklists, trackers, and follow-up systems; coordinates logistics; monitors deadlines; and follows up with staff regarding outstanding deliverables. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities simultaneously. This individual should be able to identify missing information, anticipate upcoming operational needs, follow up consistently, and elevate concerns to the Managing Director when additional intervention or decision-making is required.

Salary range for this role is 60-65k

• Coordinate operational activities across multiple Sectoral Programs.
• Maintain master calendars of program activities, deadlines, recruitment periods, cohort launches, orientations, training activities, events, graduations, and other milestones.
• Maintain program readiness checklists for each program and cohort.
• Track outstanding tasks, responsible staff, and due dates.
• Conduct routine follow-up with staff regarding outstanding operational deliverables.
• Coordinate meeting logistics, program events, training activities, and participant-facing activities.
• Assist teams with identifying operational needs related to space, materials, technology, schedules, and supplies.
• Maintain organized departmental files, templates, trackers, and operational resources.
• Flag delays, incomplete tasks, or potential operational concerns to the Managing Director.

• Maintain recruitment and enrollment calendars across Sectoral Programs.
• Coordinate information session schedules, TABE testing, intake schedules, orientations, and other recruitment activities.
• Track recruitment activity and applicant movement through the enrollment process.
• Coordinate with Outreach & Recruitment staff regarding upcoming recruitment needs and deadlines.
• Maintain recruitment and enrollment trackers.
• Support applicant communications and scheduling as needed.
• Monitor whether recruitment and enrollment activities occur according to established timelines.
• Flag potential recruitment or enrollment concerns to program leadership.

• Coordinate completion of a Program Readiness Checklist prior to each cohort launch.
• Track recruitment and enrollment status, participant documentation, training schedules, instructor schedules, classroom/space readiness, technology, program materials, staff calendars, orientation, case management assignments, participant communications, employer engagement activities, internship/PWE planning, and Salesforce/data readiness.
• Provide the Managing Director and program leadership with updates regarding outstanding readiness items.

• Document action items, responsible parties, and deadlines resulting from meetings.
• Follow up with responsible staff regarding approaching and overdue deliverables.
• Prepare weekly summaries of outstanding operational items.
• Identify recurring administrative or operational barriers.
• Escalate unresolved concerns to the Managing Director.

• Support accurate and timely Salesforce documentation.
• Maintain recruitment, enrollment, attendance, and program operations trackers.
• Assist with identifying missing documentation…