Program Coordinator

Position Summary

The Program Coordinator role is a full-time position based in Vail, CO, reporting to the Director of Programs. This individual is passionate about the organization’s mission in serving wounded military veterans and their families, and brings dedication and creativity to the responsibility for coordinating all administrative and logistical aspects of programming, events and community engagement. The ideal candidate is organized, pro‑active, energetic, collaborative and has excellent verbal and written communication skills to thrive in a fast‑paced and innovative environment, with people who are passionate about the mission and enjoy working together as a small team.

• Works closely with the Director of Programs to plan and execute all programs, maintaining gold-level standard of excellence.
• Ability to communicate effectively and interact with wounded military personnel and their family members before, during and after programs.
• Cultivate collaborative working relationships with community partners, vendors and donors to ensure effective and efficient program delivery and attend other community events as assigned.
• Serve as a representative of Vail Veterans Program in the Vail Valley and beyond through consistent, positive and professional interaction that uphold VVP’s high quality and brand standards.
• Other duties as assigned.

• Work closely with the Director of Programs to coordinate, manage and execute logistics of all aspects of year‑round programming and adhere to deadlines.
• Ensure program operations and activities adhere to internal policies.
• Create, maintain and track all participant database files for program execution and to identify alumni participants and program needs.
• Assess the need for volunteers to enhance program/service delivery and identify volunteer assignments that provide meaningful work for volunteers.
• Work with team to develop creative marketing collateral for program events and activities.
• Oversee the collection and maintenance of records consistent with the confidentiality/privacy policy of the organization.
• Support all pre‑ and post‑program communications, surveys, and statistics tracking.

• Assist with maintaining marketing assets for the organization’s website, annual report, newsletters, brochures, fliers, invitations, annual appeals, and other outreach materials.
• Develop, track and support online and social media communications for the website, Facebook, Instagram, Linked In and X platforms.
• Work closely with Director of Programs to:
  • Communicate program information to all participants in timely manner.
  • Provide program and other data for grant proposals and reports.
  • Ensure all donors, program, and event sponsors are properly acknowledged.
  • Support logistics, promotion and records of fundraising events as assigned.
  • Maintain Vail Veterans Program fundraising database and donor tracking as assigned.

• Support Director of Programs to track all program expenditures and adhere to program budgets, according to established accounting policies and procedures.
• Adhere to VVP policies and work with vendors for timely invoice payment.
• Administrative
  • Coordinate office, event, and program supply orders and organization.
  • Responsible for managing supplies inventory through monthly tracking: anticipating program needs; ordering and delivery tracking; and invoice payment.
  • Maintain computer and manual filing systems.
  • Deposit, file and appropriately input donations as needed.
  • Maintain a clean and organized workspace.
  • Run program related errands as needed.
  • Responsible for creating all program packets and materials.
  • Oversight, tracking and reporting on all program waiver needs.

• Must be passionate about the mission and vision of Vail Veterans Program and establishing lasting relationships with participants, volunteers, donors, vendors and Board members.
• Requires excellent oral, written, and interpersonal communications skills.
• Prefer experience with a non‑profit work environment, programs/ special events coordination, and marketing and/or communications.
• Must have ability to deliver high‑quality…