About the Position

The Program Coordinator provides critical support services for education programs at The Gottman Institute and reports to the Director of Professional Development. This role is responsible for proposal, calendar, and event management; collaborating with internal and external stakeholders; training material and certificate distribution; and streamlining business workflow and improving processes. The Program Coordinator will also have experience and enthusiasm for outreach and continuing the growth of existing professional development programs.

Please click here to apply.

Essential Duties and Responsibilities include the following.  Other duties, responsibilities, and activities may change or be assigned.  

Administrative Support

  • Evaluate opportunities for increasing process efficiency and scalable growth. Make recommendations on operational improvements. 
  • Maintain records for relevant regulatory compliance requirements (HIPAA, GDPR, Continuing Education providers)
  • Enter and maintain transactions and data in Customer Relationship Management Software (Salesforce), such as registration and payment, attendee rosters, certification track information, workshop evaluations and certificates of completion
  • Coordinate internal meetings, including scheduling, creating and distributing agendas and following up on meeting outcomes
  • Support additional projects as needed
  • Respond to customer service requests and escalate as needed. Mindset of continuous improvement and provide a high level of customer service
  • Make periodic updates to website content

University Outreach Program – Coordination

  • Continually evaluate opportunities for future expansion and growth of the program
  • Growing program revenues while decreasing expenses by using existing organizational resources
  • Communicate with university faculty, staff, students, and administrators to plan and coordinate university trainings
  • Prepare training access via WordPress WooCommerce coupons 
  • Coordinate quotes and payment by creating and sending invoices, as well as tracking and following up to ensure timely payment, when relevant
  • Obtain signed Letters of Agreement, when applicable
  • Track, communicate and find ways to better represent relevant program data to the team and to stakeholders
  • Create and maintain program materials and communication documents, including internal documents, organizer- and faculty-facing documents, and public-facing information on the website
  • Schedule, create, advertise, host, and moderate bi-weekly Zoom Question-and-Answer sessions with a Certified Gottman Therapist and university students
  • Promote program growth to audience-targeted outreach campaigns in collaboration with the Gottman Institute Marketing Team
  • Maintain and collect contacts and leads for the purpose of continued outreach for relevant university leads, including departments, staff, faculty, and administrators

Gottman Referral Network

  • Support the activities of the Gottman Referral Network website, including: process, vetting, and accept or reject incoming applications for new listings
  • Process payment and subscriptions 
  • Work with other staff on support needs that come up related to the Referral Network as needed, such as technical issues or website outages

Customer Service 

  • General first-level customer service for questions received by the Professional Development Department in ZenDesk
  • Triaging and escalating tickets when necessary to the relevant support agent. In some cases this will be you for programs you support

Certificates for Training and Events 

  • Reconcile training attendance rosters, and send certificates of completion with follow up email to attendees for home-study, virtual, TGI-hosted, and 3rd-party training events 
  • Provide copies of certificates when requested, make revisions when needed, and troubleshoot or re-upload failed or missing certificates, reconciling with training roster when needed

Continuous Process Improvement Mindset

  • Document existing program coordination processes and identify opportunities and solutions to simplify processes and automate workflows
  • Collaborate with team members to streamline processes
  • Adjust and adapt tools and processes as needed to cope with changing demands
  • Identify, share, and explore ways of improving programs and processes to not just make them more efficient, but to make them better serve the needs of our customers

Position Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills, and Abilities

  • Strong communication skills (oral, written, presentation) with both external and internal customers:  
    • Excels at clear and effective verbal and written communication
    • Strong proficiency in writing summaries, documents, reports, and presentations, with careful attention to detail and quality
    • Ability to collaborate, coordinate, track, and execute tasks in partnership with other departments and teams
    • Comfortable communicating confidently with staff, leadership and external stakeholders
  • Strong organizational, planning, time management and prioritization skills:
    • Able to multitask and successfully hit deadlines 
    • Able to be flexible with attention and priority
    • Able to accurately estimate the time required to complete tasks and projects
  • High proficiency with business software:  
    • Able to quickly learn new software, tools and systems
    • Comfortable and effective working in Microsoft Office and Google Suite
    • Strong understanding of project planning and spreadsheet software
    • Familiarity with a Customer Relationship Management system, Learning Management System, Content Management System and PDF editor
    • Ability to use software to streamline processes and improve efficiency while maintaining quality
    • Comfortable interacting with and communicating with team members remotely via business software such as Slack and Zoom
  • Able to work effectively both individually and within a team; able to make decisions using personal initiative based on company policy 
  • Able to work independently in a remote work environment with minimal supervision

Education and/or Experience:

  • Proven experience as program coordinator or relevant position
  • BS/BA in business administration or relevant field (Preferred)

Benefits

  • ​Competitive compensation
  • 401k
  • Relationship skills
  • Paid time off
  • Competitive benefits package, including health insurance
  • ORCA card for public transit
  • In office and remote perks, such as:
    • Bring your dog to work in the office
    • Regular team activity options, such as online social activities and in person events such as happy hours, baseball games, celebrations, etc
    • Stocked fridges, coffee, soda, and lots of treats in the office
    • Free monthly catered lunches or similar while remote

Screening begins June 28th. Position will remain open until filled. The Gottman Institute is an Equal Opportunity Employer.

Salary Range is $54-$60K DOQ

Please click here to apply.