Coordinator, Program Operations – West Programs

Role Overview

• Serve as a key resource, supporting multiple Operations Managers on up to 25 program itineraries, spanning diverse product lines and program types.
• Manage and balance multiple timelines and deadlines simultaneously, ensuring accuracy, organization, and timely delivery of program needs.
• Independently manage the coordination and confirmation of program logistics, including hotel accommodations, field trips, transfers, meals, special needs and additional program staff for 25+ assigned programs.
• Support the negotiation and vendor management of contracts and agreements for services, adhering to each program and vendor budget.
• Independently respond to complex customer service requests with clear and timely communication, addressing program questions and special requests.
• Daily analysis of enrollments and space allotments on programs, ensuring optimal use of capacity in keeping with contractual deadlines
• Independently assess and resolve program issues by reviewing, troubleshooting, triaging, and implementing necessary changes before and during program execution; exercise sound judgment to determine when to escalate complex situations.
• Assist on pre-program briefings with on-site program staff
• Post program review and reconciliation of financial details and invoices for vendors, staff and other program expenses
• Work closely with the Program Administration and Program Services teams to ensure the materials and reports are created and distributed on time and with the highest level of accuracy.
• Develop comprehensive knowledge of program content and destinations to serve as a go-to resource for assigned regions.
• Will be required to attend and work on certain programs related to the position
• Ability to manage and maintain work in multiple systems
• Moderate travel and some evening and weekend work required
• Additional duties assigned

Requirements

• Bachelor's Degree preferred or equivalent experience
• Organized professional with 2-3 years relevant experience
• Pro-active, motivated individual who is results-oriented
• Experience in a fast-paced business environment with the ability to manage multiple or competing priorities and meet tight deadlines.
• Strong relationship management skills with a focus on proactively identifying and resolving issues in collaboration with internal and external stakeholders.
• Analytical skills and high attention to detail is essential
• Excellent verbal/written communications, interpersonal, and problem solving skills
• Ability to work collaboratively in a multi-functional team environment
• Strong system skills; comfortable in a complex environment

Benefits

• Medical, Dental and Vision Insurance (with a substantial employee subsidy!)
• 403(b) Retirement Plan with a company match of 5% after 1 year of employment!
• Up to 20 days of PTO annually, accrued every payroll cycle
• Enjoy a paid week off, in addition to your PTO, at the end of December to enjoy the holiday season!
• A generous employee discounts on our programs
• As a Road Scholar employee, you can opt-in to receive an IATA membership
• Professional development opportunities including LinkedIn Learning access