Program Coordinator

Fortiuscap; Vail (CO); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Unlimited PTO

Job summary

Vail Veterans Program in Vail, CO is seeking a full-time Program Coordinator to manage administrative and logistical aspects of year-round programming and community engagement. You will report to the Director of Programs and work with a small, dedicated team to deliver programs that support wounded veterans and their families.

The ideal candidate is organized, proactive, and collaborative, with strong verbal and written communication skills.

Qualifications

• Excellent oral, written, and interpersonal communications skills.
• Prefer experience with a non-profit work environment, programs/events coordination, and marketing/communications.
• Ability to deliver high-quality results to all stakeholders.
• Experience with Microsoft Office, Adobe, MailChimp, SmugMug, Docusign, Constant Contact/ other email marketing service and Adobe Suite, WordPress, and Bloomerang or other CMS.
• Experience using Instagram, Facebook, LinkedIn, X in a professional setting.

Responsibilities

• Plan and execute all programs, maintaining high standards of excellence.
• Coordinate logistics of year-round programming and adhere to deadlines.
• Create and maintain participant databases and track alumni needs.
• Identify and assign volunteers to enhance program delivery.
• Develop marketing collateral for program events and activities.
• Maintain records in compliance with privacy standards.
• Support pre- and post-program communications, surveys, and statistics.

Skills

Excellent communication

Organization skills

Team collaboration

Social media management

Education

Bachelor's degree preferred

Tools

Microsoft Office

Adobe Suite

MailChimp

Docusign

WordPress

Bloomerang

Job description

Position Summary

The Program Coordinator role is a full-time position based in Vail, CO, reporting to the Director of Programs. This individual is passionate about the organization’s mission in serving wounded military veterans and their families, and brings dedication and creativity to the responsibility for coordinating all administrative and logistical aspects of programming, events and community engagement. The ideal candidate is organized, pro‑active, energetic, collaborative and has excellent verbal and written communication skills to thrive in a fast‑paced and innovative environment, with people who are passionate about the mission and enjoy working together as a small team.

Essential Duties/Responsibilities

• Works closely with the Director of Programs to plan and execute all programs, maintaining gold-level standard of excellence.
• Ability to communicate effectively and interact with wounded military personnel and their family members before, during and after programs.
• Cultivate collaborative working relationships with community partners, vendors and donors to ensure effective and efficient program delivery and attend other community events as assigned.
• Serve as a representative of Vail Veterans Program in the Vail Valley and beyond through consistent, positive and professional interaction that uphold VVP’s high quality and brand standards.
• Other duties as assigned.

Program Operations

• Work closely with the Director of Programs to coordinate, manage and execute logistics of all aspects of year‑round programming and adhere to deadlines.
• Ensure program operations and activities adhere to internal policies.
• Create, maintain and track all participant database files for program execution and to identify alumni participants and program needs.
• Assess the need for volunteers to enhance program/service delivery and identify volunteer assignments that provide meaningful work for volunteers.
• Work with team to develop creative marketing collateral for program events and activities.
• Oversee the collection and maintenance of records consistent with the confidentiality/privacy policy of the organization.
• Support all pre‑ and post‑program communications, surveys, and statistics tracking.

Communications & Development Support

• Assist with maintaining marketing assets for the organization’s website, annual report, newsletters, brochures, fliers, invitations, annual appeals, and other outreach materials.
• Develop, track and support online and social media communications for the website, Facebook, Instagram, LinkedIn and X platforms.
• Work closely with Director of Programs to:
  • Communicate program information to all participants in timely manner.
  • Provide program and other data for grant proposals and reports.
  • Ensure all donors, program, and event sponsors are properly acknowledged.
  • Support logistics, promotion and records of fundraising events as assigned.
  • Maintain Vail Veterans Program fundraising database and donor tracking as assigned.

Financial Tracking

• Support Director of Programs to track all program expenditures and adhere to program budgets, according to established accounting policies and procedures.
• Adhere to VVP policies and work with vendors for timely invoice payment.
• Administrative
  • Coordinate office, event, and program supply orders and organization.
  • Responsible for managing supplies inventory through monthly tracking: anticipating program needs; ordering and delivery tracking; and invoice payment.
  • Maintain computer and manual filing systems.
  • Deposit, file and appropriately input donations as needed.
  • Maintain a clean and organized workspace.
  • Run program related errands as needed.
  • Responsible for creating all program packets and materials.
  • Oversight, tracking and reporting on all program waiver needs.

Qualifications

• Must be passionate about the mission and vision of Vail Veterans Program and establishing lasting relationships with participants, volunteers, donors, vendors and Board members.
• Requires excellent oral, written, and interpersonal communications skills.
• Prefer experience with a non‑profit work environment, programs/ special events coordination, and marketing and/or communications.
• Must have ability to deliver high‑quality results to all stakeholders.
• Experience using Microsoft Office, Adobe, MailChimp, SmugMug, Docusign, Constant Contact/ other email marketing service and Adobe Suite, WordPress, and Bloomerang or other web‑based content management system.
• Experience using Instagram, Facebook, LinkedIn, X and other social media platforms in a professional setting.
• Self‑motivated, energetic, and able to thrive in a fast‑paced, deadline driven environment.

Work Environment

• Vail Veterans Program is a small office environment where everyone pitches in where needed. The right candidate will be willing to wear a variety of hats and perform miscellaneous job‑related duties as assigned.
• Must conduct self in professional manner at all times.
• Occasional outside travel.
• Evening and weekend work hours are required during all programs and events, including some holidays.
• May be required to lift boxes and other objects of various weights up to 30 pounds.
• The majority of work is performed inside but will require some outside work as necessary to facilitate programs and fundraising events.

Compensation and Benefits

• Salary based on experience.
• This position is eligible for reasonable unlimited PTO taken in one‑week increments and with prior written approval from the Executive Director. Time off may not occur during programs.