Aviation Program Coordinator — Onsite in Austin

consertus; Austin (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Consertus, an AI-native capital program management and advisory firm, is seeking a Program Coordinator to support large aviation capital programs on-site in Austin, TX. The role focuses on governance, training, change management, and dashboard coordination across program leadership, PMs, and external stakeholders.

You will build materials, run meetings, and support organizational and behavior changes to keep the program running smoothly, working closely with PMs, CMs, and the digital team.

Qualifications

• 3-5 years of experience as an assistant project manager, project or program coordinator.
• Aviation or public infrastructure experience is a plus.

Responsibilities

• Help manage all program-level governance: schedule meetings, assemble agendas and review packages, and record decisions and action items.
• Maintain governance calendars, distribution lists, decision logs, and records.
• Track action items and follow up with owners through closure.
• Coordinate program training sessions, including scheduling, attendance, and training records.
• Produce training aids, quick-reference guides, and laminated FAQs for field and office users.
• Keep training materials current as processes, systems, and procedures change.
• Support the Change Manager: track change status, prepare change packages, follow up with reviewers and approvers, and update hot-change status reports.
• Support the Document Controller with document intake, naming conventions, filing, distribution, and records in Procore.
• Provide backup coverage for both roles as needed.
• Help communicate dashboard content and updates to program users and leadership.
• Collaborate with the digital team: gather requirements and feedback from program leaders, directors, PMs, and CMs, test updates, and report data issues.
• Prepare dashboard-based content for program meetings and reports.
• Help coordinate recurring high-level meetings with airlines, executives, and internal and external stakeholders, including scheduling, logistics, agendas, and attendees.
• Work with program leaders and directors to set agendas and develop presentations, briefing materials, and meeting summaries.
• Track commitments made in stakeholder meetings and follow up on actions.
• Develop and document program processes, procedures, workflows, and templates.
• Collaborate with program leaders, program directors, PMs, CMs, and functional leads to gather input, and route drafts for review and approval.
• Maintain the program's procedures library and delivery manual so teams work from current versions.
• Help plan and carry out organizational change management and behavior change for new processes, tools, and governance.
• Partner with program leaders, directors, PMs, CMs, and stakeholders to build buy-in and model new ways of working.
• Develop communications, announcements, and rollout materials that explain what is changing and why.
• Track adoption and compliance, gather feedback, and identify where reinforcement or retraining is needed.

Job description

Consertus, an AI-native capital program management and advisory firm, is seeking a Program Coordinator to support large aviation capital programs on-site in Austin, TX. The role focuses on governance, training, change management, and dashboard coordination across program leadership, PMs, and external stakeholders.

You will build materials, run meetings, and support organizational and behavior changes to keep the program running smoothly, working closely with PMs, CMs, and the digital team.