The Program Operations Coordinator position is a unique opportunity for a passionate individual to be part of the movement to fight climate change. This position is part of the Program Operations Team and is responsible for managing the administrative, communication, and project management needs of the Program Department.

This position will be based in Washington, DC and will report to the Program Operations Manager based in Washington, DC.

This role will be responsible for:

Operation Analyzing & Coordination (40%)

• Analyze, communicate, and assist the Program Operations Manager in establishing and communicating systems, protocols, and procedures for all of Program staff to foster a more streamlined and productive department;
• Support Program Staff in properly following administrative procedures like reconciling funds, paying contractors, managing accounts and other administrative tasks.
• Maintain information and databases with up-to-date information for project teams, program departments and key roles;
• Be available to fulfill assignments in the field, such as ship tour and action camp support;
• Work with operations teams in Development and Administration to provide organizational support and share organizational knowledge. This includes assuming organizational work, logistical planning, and note-taking when needed, as well as attending monthly meetings with other operations teams to ensure efficient organizational communication;
• Complete other tasks as assigned by the Program Operations Manager, including support on the Annual and Long-term Objective setting process, Staff Development and Training, etc.

Project Support (40%)

• Oversee logistics for priority project teams and coordinate across time zones.
• Support the adoption of Asana as the primary project management tool
• Support project teams when internal capacity is low by completing a variety of tasks and roles, such as digital engagement, etc.
• Complete other tasks as assigned by Project Leaders.

Logistics and Communication (20%)

• Create and execute communications to the Department to provide information on meetings, departmental newsletters, etc.

• Responsible for co-producing departmental meetings meetings, including the monthly All Program Staff Meeting and bi-monthly department brown bag.

• Manage the Program Master Calendar and Program events on the Organizational and Training Calendars.

• Oversee logistics for trainings, retreats, and events across all Program Departments, including catering procurement, venue arrangement, note taking, information sharing and more.

• Submit and track reimbursements, invoices and credit card statements for the Campaign Directors.

• • Communicate regularly with administrative and development departments to ensure transparency and collaboration across all organizational departments.

• Manage external and internal meeting requests and schedule meetings as needed, ensuring time spent in meetings reflect priorities.