Program Operations Coordinator

The Program Operations Coordinator is responsible for coordinating, supporting and improving key operational and logistical aspects related to new customer inquiries, implementation, and delivery of Sources of Strength programming. Responsibilities also include developing written deliverables and reports for internal and external audiences; communicating with external partners in a variety of formats; and fielding incoming questions from existing and potential customers. 

This position requires consistent, clear, and effective communication; the ability to professionally collaborate across multiple internal departments; exceptional organizational skills as well as strong skills in task and time management, proactive planning, and creative problem-solving are required. This position also requires aptitude for clear and professional communication as well as a sense of accountability and resilience. Working with diverse communities, developing and sustaining positive relationships with a variety of clients, collaborators, state level partners, and colleagues is essential to this position. High levels of positivity, humility, humor, authenticity, accountability, and inclusivity are key traits for this position.

This position requires exceptional organization and self-motivation, an aptitude for clear, kind, and professional communication, and established writing and interpersonal skills. The Program Operations Coordinator is essential to ensuring that training processes and coordination are clear, thorough, and well-communicated to local hosts, attendees, and training staff.

• Schedule and support the coordination of training with organizations through phone calls, emails, video conferences, and calendar management.
• Update and maintain customer support, contract, and general information systems.
• Monitor and improve, as necessary, registration processes, curriculum order processes, and other related administrative workflows, and support long-term strategic planning.
• Send pre-training communications to hosts, attendees, and trainers (logistics, host checklists, registration, materials confirmation) using Airtable-driven templates and timelines
• Maintain the Sources of Strength Airtable operational database(s) and input accurate data consistently, including shipment tracking information for physical materials.
• Utilize Sources of Strength applications and platforms, including Google Calendar, Airtable, Fellow, Slack, Zoom, and the Google Office Suite.

• Serve as a point of contact for new program interest inquiries, conducting 1:1 potential exploratory calls and participating in group webinar sessions with potential customers interested in implementation.
• Guide interested partners from first conversation through quote, and contract, with timely and consistent follow-up in collaboration with other staff. 
• Track inquiries and pipeline status in Airtable and share trends with the Program Operations Supervisor
• Serve as the point of contact for executed contracts to ensure clear and consistent customer support and satisfaction as well as compliance with contract timelines and deliverables. 
• Provide digital access to curriculum for schools that have purchased and been trained in the program, and analyze data to provide reports and recommendations on its effectiveness.
• Develop a regular reporting process detailing progress on contract deliverables and spend-down information for both internal and external audiences. 

• Manage program materials inventory, monitor reorder points, forecast needs, and improve operational efficiency
• Process material orders and serve as the main point of contact with our external warehouse partner
• Track and share shipping information internally and with partners, and resolve delays or order issues in collaboration with other staff. 
• Vet vendors, negotiate material prices, and manage supplier relationships. 
• Participate in regular meetings with the Program Operations Supervisor and the Sources warehouse vendor to coordinate and align material-related processes, monitor reorder points, and problem-solve material-related issues.

• Provide consistent, clear, courteous, and effective communication with internal and external partners. 
• Support internal and external communications through various platforms including emailed newsletters, social media posts, blogs, etc. 

• Engage in and perform short-term or one-time individual or team projects, based on organizational need and individual skills, strengths, professional development goals, or special interests;
• Perform other duties and projects as assigned to support organizational objectives and priorities.

• Attend regular staff meetings, wellness, and professional development days, supervisory meetings w/ supervisor, and in person staff retreats;
• Approach the process of social change in diverse communities (indigenous, rural, urban, suburban, conservative/progressive, religious/secular, etc.) with compassion and curiosity, and an understanding that differences in perspective, belief, and opinion are an opportunity for conversation, growth, and education for the communities we work with;
• Pursue wellness in your own life by cultivating regular practices around mental health, well-being, resilience, and by engaging our sources of strength;
• Complete necessary administrative tasks including expense reports, and timesheets;
• Follow all company policies and procedures outlined in our Employee Handbook;
• Engage with and participate in suicide prevention coalitions, committees, task forces, etc. in your local community, state, or region, representing yourself and Sources of Strength in giving back to and being involved in your community;
• Contribute to creating an equitable and inclusive environment internally and externally by honoring the dignity of others, embracing curiosity over fear, communicating respectfully, and committing to a growth mindset in personal development.

• Strongly encouraged to be fully vaccinated and boosted for COVID-19 and the influenza virus. 
• Continuously required to sit/stand;
• Occasionally required to walk, bend, stoop, push/pull, and reach above;
• Occasionally required to lift and carry 10 to 50 pounds.

• Excellent oral and written communication skills
• Strong public speaking and presentation skills
• Excellent customer service and relationship-building skills
• Strong conceptual, networking, troubleshooting, and interpersonal skills
• Demonstrated ability to represent the organization in a professional and ethical manner

• Exceptional attention to detail and ability to problem-solve
• Excellent organizational, data analysis, and processing skills
• Excellent time management skills
• Ability to work collaboratively and effectively handle multiple projects on various timelines

• The ability to give and receive feedback
• Receive and provide professional, honest, compassionate, and transparent feedback with community partners and customers, your direct supervisor, colleagues, and organizational leadership
• Ability to work collaboratively with Sources of Strength colleagues, including the training team, your direct supervisor, and organizational leadership
• Participate in annual performance planning and review process, working collaboratively with your direct supervisor and organizational leadership

• Ability to navigate and use basic audio/visual equipment, presentation software (Zoom), and workplace software (Slack, Airtable, Google Suite, and online platforms including Brevo, DocSend, CustomPoint, Fillout, etc.)

• Commitment to open and direct communication, organizational change, and creating a positive work environment
• An inclusive mentality that recognizes and celebrates diversity
• Commitment to actively research, learn, and seek understanding about the diverse communities we serve, independently and in collaboration with Sources of Strength staff
• Good sense of humor

Travel may be required up to 20% of the time for training, staff events, and partner engagement.

• Previous experience with Sources of Strength programming as an Adult Advisor, certified trainer, or implementing school or community staff.
• Previous experience or competence with Airtable or similar database system.
• Prior experience with marketing, sales, communications, or social media experience
• Knowledge of the educational ecosystem 

In your cover letter please tell us 1) Why this work, and why Sources of Strength. What draws you to upstream prevention and wellness work? and 2) More about your organization and problem-solving skils, specifically:  

• Tell us about a time you coordinated something with many details, people, and deadlines, such as an event, a rollout, or an ordering process. What system did you use to stay organized, and what did you do when something fell through the cracks?
  OR
• Tell us about a time a system, process, or workflow wasn’t working well. How did you figure out what the problem was, what did you change, and what was the result?

• Applications are due by 5pm Mountain Time on November 5, 2026
• A review of your application may move you to the first step of the interview process with a phone screening 
• Phone screenings are anticipated to occur the week of November 16
• Initial interviews are anticipated to occur the week of November 30
• Final panel interviews, as needed, are anticipated to occur the week of December 7 and December 14
• Expected start date in January but we will remain flexible to accommodate the needs of our top candidate.