Program Operations Coordinator

ROCS Grad Staffing

About the Role

We are seeking an organized, proactive, and customer-focused Program Operations Coordinator to support the day-to-day operations of a collaborative team at a mission-driven nonprofit organization. This is an excellent opportunity for a recent graduate or early-career professional to gain hands-on experience in program coordination, conference and event operations, customer service, and administrative support. You will play an important role in keeping projects organized, coordinating with external partners, and ensuring programs and events run smoothly while working alongside a collaborative team.

Key Responsibilities

• Provide responsive and professional customer service to sponsors, exhibitors, partners, volunteers, members, and other stakeholders, serving as a primary point of contact for questions and requests.
• Respond to inquiries from current and prospective partners, sponsors, exhibitors, and volunteers, ensuring timely communication and follow-up.
• Coordinate sponsor advertisements and assist with program-related initiatives, deliverables, and other operational activities.
• Manage the exhibitor cycle for conferences, including booth space coordination, invoice collection, floor plan management, and exhibitor communications.
• Coordinate with decorators, general service contractors, and other event vendors to support successful conference and exhibit operations.
• Provide on-site support during conferences, including floor management, coordinating event logistics, and responding to exhibitor questions and needs.
• Process partner invoices, assist with accounts receivable reconciliation, and maintain accurate financial records.
• Maintain organized program records, documentation, databases, and other departmental information.
• Provide administrative and operational support through data entry, reporting, presentations, document management, copying, sorting, and packing materials.
• Help prepare reports and other materials for internal teams, partners, and stakeholders.
• Maintain the confidentiality of sponsor, partner, prospect, and other sensitive information.
• Support volunteer recruitment efforts through outreach to professional networks and collaboration with program and partnership teams.
• Collaborate with colleagues across the organization to coordinate initiatives, support departmental priorities, and ensure a positive stakeholder experience.
• Identify and help resolve issues that arise during day-to-day operations and events, following through on outstanding items as needed.
• Perform other administrative, program operations, and coordination duties and projects as assigned.

Qualifications

• Bachelor’s degree in business, marketing, education, nonprofit management, communications, or a related field required.
• Previous experience in customer service, program coordination, event operations, administrative support, sales, partnerships, sponsorships, nonprofit or association work, or a related field preferred.
• Strong verbal and written communication skills, with the ability to interact professionally with external partners and stakeholders.
• Excellent organizational and time-management skills, with the ability to manage multiple deadlines and priorities simultaneously.
• Strong attention to detail and a commitment to maintaining accurate records, documentation, and databases.
• Self-motivated and proactive, with the ability to work independently and take initiative with minimal oversight.
• Collaborative and team-oriented, with the ability to work effectively with individuals at all levels of an organization.
• Strong customer service skills and a polished, professional approach when working with external stakeholders.
• Comfortable identifying problems, developing solutions, and following through on outstanding items.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Comfortable working in a professional office environment and handling occasional physical tasks, including lifting, pushing, or pulling boxes and merchandise weighing up to 50 lbs.