Center of Excellence Program Coordinator (120 day assignment)

Temporary COE Program Coordinator (120-Day Assignment)

Position Summary
The Temporary COE Program Coordinator will provide administrative and project coordination support to the Center of Excellence (COE). This role will focus on scheduling, tracking deliverables, preparing communications drafts, maintaining program records, coordinating events, and supporting reporting activities. The position will allow COE leadership to focus on technical assistance, stakeholder engagement, grant deliverables, and program strategy.

Key Responsibilities

Program Coordination

• Support in coordinate logistics for COE webinars, coaching calls, peer network meetings, and technical assistance sessions.
• Support in schedule meetings, manage invitations, track RSVPs, and prepare meeting materials.
• Take notes during COE calls and meetings, capture action items, and draft meeting summaries for approval and distribution.

Communications Support

• Draft webinar announcements, reminder emails, follow-up communications, and promotional materials for review and approval.
• Prepare draft outreach communications to mentees, grantees, and partner organizations.
• Maintain contact lists and distribution groups.
• Support promotion of COE learning opportunities and events.

Data Tracking & Reporting

• Maintain program trackers, participation records, and activity logs.
• Track webinar attendance, survey participation, technical assistance activities, and peer network engagement.
• Assist with collection and organization of data for quarterly grant reporting.
• Prepare spreadsheets and reporting summaries for leadership review.

Survey & Resource Administration

• Build and distribute surveys after approval.
• Track survey responses and compile results.
• Maintain and organize the COE resource library, recordings, templates, and supporting materials.
• Update resource inventories and file repositories.

Administrative & Project Support

• Coordinate calendars and scheduling for COE activities.
• Organize project files and documentation.
• Assist with presentation formatting and meeting material preparation.
• Support special projects and operational initiatives as assigned.

Desired Qualifications

• Experience in project coordination, executive support, program administration, or nonprofit operations.
• Strong organization and attention to detail.
• Excellent written communication skills.
• Proficiency with Outlook, Teams, Excel, PowerPoint, and Microsoft Office.
• Ability to manage multiple projects and deadlines simultaneously.
• Experience in healthcare, behavioral health, grants, training programs, or workforce development preferred.

Example Deliverables During Assignment

• Maintain COE tracking systems and contact databases.
• Draft communications for webinars, surveys, coaching calls, and peer network activities.
• Coordinate webinar and meeting logistics.
• Support quarterly reporting data collection and organization.
• Research, create and Maintain resource library content and documentation.
• Schedule technical assistance calls and manage follow-up tracking.

Required Education: Associates degree in Business, Public Health, or Communications

Preferred:  Bachelor's or Master's degree (same fields)

Skills: MS-Office Suite (Outlook, Word, Excel)

Experience: 3-5 years working for non-profit or health care agencies in a supportive administrative role. Experience managing detailed schedules and event planning.  Demonstrated evidence of professional business correspondence.

Diplomatic composure and ability to work effectively in high -speed environments.