Coordinator, Programs Operations

Halcyonincubator; Washington (District of Columbia); Hybrid; USD 60,000 - 70,000; Full time

Benefits offered by this job

Competitive healthcare benefits

Short-term and long-term disability coverage

Supplemental retirement plans

12 paid holidays and 3 weeks of vacation

Flexible work arrangements

Job summary

Halcyonincubator in Washington, DC is looking for a detail-oriented Coordinator to support their expanding programming efforts. This hybrid role will be responsible for team operations, process management, and logistical support across various programs.

The ideal candidate will possess a Bachelor’s degree, 2-3 years of relevant experience, and an ability to adapt and maintain organization in a fast-paced environment. Competitive healthcare and flexible work arrangements are part of the offer.

Qualifications

• 2-3 years of experience in operations, program coordination, executive assistance, or project management.
• Highly organized and attentive to detail; capable of tracking many moving parts and meeting deadlines.
• Excellent written and verbal communication skills; able to synthesize complex information for diverse audiences.

Responsibilities

• Support coordination and execution of recurring cross-program initiatives and operational priorities.
• Create, document, and maintain repeatable workflows and operational systems across programs.
• Conduct research on sector trends to help ground program design and impact measurement.

Skills

Team Operations & Coordination

Project Management

Research & Data Support

Effective Communication

Flexibility & Adaptability

Education

Bachelor’s Degree in business administration or related field

Tools

MS Office

Project Management Software

CRM Systems

Job description

Reports to: VP of Programs / Director of Programs

Location: Washington, DC (Hybrid)

Status: Full-Time Exempt

Salary Range: $60,000-$70,000 (salary commensurate with experience)

Halcyon’s programming is expanding and becoming more integrated. We need a detail-oriented, systems-oriented coordinator who can centralize recurring cross-program functions, reduce silos across teams, and create operational capacity across the Programs team. This role combines elements of executive support, project management, team coordination, logistics, research, and data support. It is ideal for someone who wants exposure to impact-driven entrepreneurship while helping build the systems, workflows, and operational structure that allow programs to run smoothly. The role requires balancing structured recurring responsibilities with flexible support needs, while maintaining clear priorities.

What We Need:

Team Operations & Coordination:

• Support coordination and execution of recurring cross-program initiatives and operational priorities.
• Help identify operational gaps and propose solutions to improve coordination and efficiency across teams.
• Coordinate weekly team meetings, prepare agendas and notes, and follow up on action items.
• Organize team retreats, including logistics, agenda development, and post retreat synthesis.

Cross-Program Systems & Process Management:

• Create, document, and maintain repeatable workflows and operational systems across programs.
• Support process improvement efforts to strengthen coordination, institutional knowledge, and organizational efficiency.
• Coordinate the team-wide program calendar, including key program dates, team meetings, cross-program deadlines, retreats, partner engagements, and major deliverables across overlapping schedules.
• Maintain and improve shared tracking systems, templates, and operational resources used across the Programs team.
• Coordinate recurring cross-program processes such as AWS credit tracking, leadership coach outreach and engagement, shared program resources, and other repeatable workflows.

Program Delivery & Logistics:

• Coordinate on program and alumni logistics.
• Provide flexible operational support across programs based on team priorities and organizational needs.
• Support coordination of cross-program activities including partner engagements and residency logistics.

Research, Impact, & Strategic Support:

• Conduct research on sector trends, ecosystem needs, and relevant policy or market context across Climate, Health, and EquityTech to help ground program design, impact measurement, and strategic decision-making.
• Support research and data analysis related to impact measurement, program outcomes, and ecosystem trends.
• Assist in preparing internal reports, summaries, presentations, and strategic documents for leadership and external stakeholders.
• Support cross-department strategic initiatives, including impact measurement, Halcyon 2.0 implementation, and program development efforts.
• In partnership with the Alumni team, support data management, aggregation, and analysis across alumni engagement, alumni outcomes, and portfolio insights.
• Maintain and update cross-program data trackers to support impact monitoring, reporting, and program improvement.

Sourcing, Selections, & Ecosystem Engagement:

• Support sourcing and selection processes across programs, including application tracking, committee coordination, and pitch day logistics.
• Assist with management of program databases, CRM systems, and selection-related workflows.
• Help coordinate engagement with ecosystem partners, advisors, mentors, and external stakeholders.

What You Are:

Education and Experience:

• Bachelor’s Degree required (business administration, nonprofit management, economics, or a related field preferred).
• 2–3 years of experience in operations, program coordination, executive assistance, or project management.
• Business acumen, including comfort reviewing budgets, tracking expenses, and supporting operational decisions.
• Systems-oriented, highly organized, and flexible, with the ability to bring structure to ambiguity and adapt as the role evolves.
• Proactive problem-solver who can identify gaps, propose solutions, and move work forward with limited handholding.
• Comfortable learning and using new tools, improving workflows, and building simple systems that help teams operate more effectively.
• Highly organized and attentive to detail; capable of tracking many moving parts and meeting deadlines.
• Comfortable working in fast-paced and evolving environments with shifting priorities and some ambiguity.
• Excellent written and verbal communication skills; able to synthesize complex information for diverse audiences.
• Confident using productivity tools (e.g., MS Office, project management software, CRM systems) and eager to improve systems.
• Able to work occasional evenings or weekends to support programs.

How You Will Succeed:

• You take initiative and proactively identify gaps, ensuring nothing falls through the cracks.
• You balance multiple priorities with a calm, professional demeanor.
• You communicate clearly and respectfully with staff, partners, and entrepreneurs.
• You think systematically, documenting processes, improving workflows, and keeping stakeholders aligned.
• The role requires balancing structured recurring responsibilities with flexible support needs, while maintaining clear priorities, workflows, and communication beyond ad hoc or reactive support.

Schedule and Work Environment:

• 8-hour shift, standard working hours are 9:00 AM–5:00 PM ET Monday to Friday.
• Weekends and evenings as needed.
• Work Location: Hybrid in Washington, DC 20005, with two days in the office and three days remote. Halcyon also offers two weeks of ‘Work from Anywhere’ time as an additional benefit.
• Ability to lift and carry up to 25 pounds, comfortable with standing, climbing stairs, walking, and sitting.
• Some domestic travel may be required, up to 10%.
• Healthcare: We offer competitive healthcare benefits, including comprehensive medical, dental, and vision coverage, ensuring our team members have immediate access to resources that promote their overall health and well-being.
• Financial Security: We prioritize financial security by offering short-term and long-term disability coverage at no cost, allowing you to focus on recovery without the stress of income replacement. Additionally, we provide a retirement plan with a matching contribution of up to 3%, empowering our team members to plan for their financial futures.
• Time Away From Work: We value the importance of time away from work and offer our team members 12 paid holidays, 3 weeks of vacation time, 5 sick days, and an additional week off from December 25th to December 31st, when the entire office is closed.
• Flexible Work Arrangements: Recognizing the need for work-life balance, we offer flexible work arrangements, including 2 Work-From-Home days per week. Plus, enjoy our unique perk to Work-From-Anywhere in the world for up to 2 weeks each year.
• Professional Development: We are committed to supporting the growth and development of our team members. Halcyon offers mentorship programs, skill-building workshops, and opportunities for further education and training, providing ample support for professional development and career advancement.

Halcyon provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

How Can You Apply?

To apply, please visit this link. To learn more about Halcyon, click here.