Overview:
Are you an organized and detail-oriented professional with a passion for program management and delivering exceptional participant experiences? Join our team as a Program Operations Manager and take the lead in managing diverse program operations, ensuring seamless content delivery, and driving participant satisfaction across cross-company and custom company specific programs. In this role, you'll oversee live event coordination, participant communications, and program logistics while contributing to process improvements and operational excellence.
Key Responsibilities:
Program Operations and Delivery:
- Ensure timely outreach to participants, including managing attendance calls and addressing absences.
- Oversee program survey execution, analysis, and reporting (pre, post, manager surveys).
- Coordinate speaker-related logistics, including gift processing and invoice management.
- Manage graduation events, including awards programs, certificate preparation, and gift delivery.
- Facilitate program elements like impact discussions and ensure alignment with program goals.
- Lead live event coordination, including site selection, AV setup, onsite logistics, registration, and overall event experience.
Program Management and Logistics:
- Schedule mentee/mentor interviews and oversee the preparation of participant materials.
- Develop and execute plans for welcome kits and program manuals (procurement, production, and shipping).
- Oversee matching logistics, including preparation of matching rooms, boxes, and participant folders.
- Track and manage data for repeat mentors and participant workshop materials.
- Coordinate post-graduation activities, such as logging awardees and posting nominations.
Participant Experience:
- Build relationships with participants, ensuring familiarity with names, attendance trends, and preferences.
- Schedule and confirm participant coaching sessions while monitoring attendance and flagging concerns.
- Collect and analyze evaluation data, including calculating scores and identifying trends.
Outbound Communications:
- Plan and execute communications calendars aligned with program timelines and events.
- Draft and manage participant communications, including notices, directories, and shipping logistics.
- Collaborate with Program Coordinators (PCs) to ensure clarity and alignment in all outbound messaging.
Custom Program Coordination:
- Serve as the tactical point of contact (POC) for client counterparts, ensuring smooth logistics and talking points preparation for client executives.
- Develop evaluation decks tailored to client-specific needs.
Operations Management:
- Build and maintain Monday boards to track progress and streamline workflows.
- Document and update SOPs while recommending process improvements aligned with organizational values.
- Complete assigned projects with clear deadlines and attention to detail.
Qualifications:
- Proven experience in program operations, event management, or a similar role.
- Strong organizational and project management skills with the ability to manage multiple priorities.
- Exceptional communication skills, both written and verbal.
- Proficiency in tools like Monday.com or other project management software.
- Analytical mindset with the ability to collect and interpret survey and evaluation data.
- Collaborative team player with a proactive approach to problem-solving.
Why Join Us?
At Pathbuilders, we value creativity, operational excellence, and the power of collaboration. This role offers the opportunity to impact program delivery and participant experiences while working with a supportive and innovative team. Join us to make a meaningful contribution and grow your career in program management.