Civic Programs Scheduler & Vendor Relations Coordinator

ADP, Inc.; Arlington (VA); On-site; USD 45,000 - 50,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Life Insurance

Disability Insurance

FSA

403(b) Retirement

Paid Vacation

Parental Leave

Transit Subsidy

Gym Access

Positive Work Environment

Job summary

The Close Up Foundation, Arlington, VA, is seeking a full-time Program Services Coordinator to manage bookings, scheduling, and reservations for civic education programs across locations in Washington, D.C. and beyond.

The role requires strong organization, vendor relations, and cross-department collaboration to deliver immersive student programs. Responsibilities include coordinating restaurant, attraction, and theater bookings, handling invoices, and supporting on-site program delivery.

Qualifications

• Bachelor's degree from a four-year college or university.
• 1–2 years of experience in hospitality, event planning, or project management (preferred).
• Based in or willing to move to the Washington, D.C. area.
• Outstanding organizational skills and attention to detail.
• Ability to manage multiple programs/responsibilities simultaneously and meet deadlines.
• Excellent interpersonal skills and ability to build relationships with vendors, clients, and staff across levels.
• Excellent verbal and written communication skills.
• Proven initiative and problem-solving skills.
• Advanced proficiency with Microsoft Word and Excel, and ability to learn web-based programs.
• Team-oriented with cross-department collaboration experience.

Responsibilities

• Secure, update, and maintain bookings for attractions and cultural activities, restaurant reservations, and food court vouchers for Washington programs, ensuring program requirements.
• Schedule and maintain reservations for restaurants, attractions, and theaters for out-of-town programs in diverse destinations.
• Secure and maintain bookings (restaurants, attractions, theaters, social evenings) for select special and developmental programs.
• Build and maintain strong relationships with vendors and program staff to facilitate seamless collaboration.
• Pay and reconcile invoices promptly with all vendors, generating purchase orders for finance reconciliation.
• Maintain payment records and receipts.
• Collaborate with managers to keep within budget for all components.
• Work closely with the Outreach, Curriculum, and Development Departments to ensure effective delivery of program services.
• Provide on-site support for program staff as needed to ensure smooth execution of events.
• Assist in the management of registration services, including serving as manager on duty for certain weekends and registrar for certain programs.
• Additional duties may be assigned based on growth and development of the Foundation.

Skills

Organizational skills

Interpersonal skills

Written communication

Verbal communication

Budget awareness

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Job description

The Close Up Foundation, Arlington, VA, is seeking a full-time Program Services Coordinator to manage bookings, scheduling, and reservations for civic education programs across locations in Washington, D.C. and beyond.

The role requires strong organization, vendor relations, and cross-department collaboration to deliver immersive student programs. Responsibilities include coordinating restaurant, attraction, and theater bookings, handling invoices, and supporting on-site program delivery.