Program Coordinator

American Farm Bureau Federation; Washington (District of Columbia); Hybrid; USD 55,000 - 65,000; Full time

Job summary

American Farm Bureau Federation in Washington, DC is seeking a proactive coordinator to provide administrative, project, and team support across Business Operations and Revenue Development. Telework is eligible under AFBS policy, with a base in Washington, DC.

The role involves handling partner communications, coordinating meetings, tracking project timelines, and managing contracts and COIs for IDEAg events and the AFBF Convention.

Qualifications

• Bachelor’s degree or equivalent experience in a professional environment.
• Minimum two (2) years of experience in program assistance, project coordination or a related area.
• Customer focused, with strong and proactive business communications skills.
• Detail oriented and organized, with the ability to manage multiple priorities and deadlines with composure.
• Strong initiative and sound judgment.
• Experience handling confidential information and matters appropriately.
• Ability to work independently, as well as collaboratively with staff and outside partners.
• Experience using communication tools such as Zoom and Teams.
• Proficient in Microsoft Office, particularly Outlook, Word, and Excel, and working knowledge of PowerPoint.

Responsibilities

• Provide administrative, project, and overall team support to the Executive Director of Business Operations and Revenue Development and the entire BORD team.
• Provide outstanding customer service to corporate partners, vendors, sponsors, VIPs, and exhibitors.
• Coordinate and support all team meetings, special projects, and correspondence. Provide team wide communications via meeting notes, activity tracking spreadsheets, and utilizing Monday.com for timeline tracking.
• Maintain and track reoccurring and individual project timelines, staff assignments, and project next steps across multiple business units.
• Coordinate, track and archive all BORD contracts through team and legal review processes. Collaborate with the AFBF legal team to ensure documentation and retention of all files upon approval.
• Coordinate team initiatives, projects, and communications, as assigned – including management and collection of all requirements and team member input, document timelines and expected outcomes, and support final execution and reporting.
• Prepare and distribute routine business communications to internal and external stakeholders.
• Manage the input, tracking and reporting of all Certificate of Insurance (COI) documentation and recording for exhibitors at all IDEAg events and the AFBF Convention. Follow up directly with exhibitors and sales team members on missing COIs to ensure timely receipt.
• Serve as back-up support to the Events Accounting Specialist. Have a working knowledge to complete basic processes required to conduct contract processing in Salesforce via opportunity management and prepare and process sales and partner reports.
• Maintain and update existing reports and presentations, including Board of Directors and Finance Committee meeting materials and business and financial templates and reports.
• Support and prepare the development of presentations, spreadsheets, and other documents.
• Support Request for Proposal efforts, as required.
• Process and track administrative procedures against Standard Operating Procedures.
• Monitor process, accuracy, and completion of business tasks such as Expense Reports, Vendor Invoices, Credit Card Reconciliation, Recurring Charges, Contracts, etc.
• Provide relief and back-up assistance at the front desk as assigned.

Skills

Customer focus

Communication

Detail oriented

Multitasking

Team collaboration

Independent work

Zoom/Teams

MS Office

Education

Bachelor’s degree or equivalent experience

Tools

Monday.com

Salesforce

Adobe templates

Docusign

Nexonia

Beanworks

Job description

POSITION OBJECTIVE:

Provide coordination and administrative support across all Business Operations and Revenue Development activities.

REPORTS TO:

Executive Director, Business Operations & Revenue Development

LOCATION:

Washington, DC; eligible for telework under AFBF policy

PAY RANGE:

an hourly equivalent of $55,000 - $65,000 annually

DUTIES and RESPONSIBILITIES:

• Provide administrative, project, and overall team support to the Executive Director of Business Operations and Revenue Development and the entire BORD team.
• Provide outstanding customer service to corporate partners, vendors, sponsors, VIPs, and exhibitors.
• Coordinate and support all team meetings, special projects, and correspondence. Provide team wide communications via meeting notes, activity tracking spreadsheets, and utilizing Monday.com for timeline tracking.
• Maintain and track reoccurring and individual project timelines, staff assignments, and project next steps across multiple business units.
• Coordinate, track and archive all BORD contracts through team and legal review processes. Collaborate with the AFBF legal team to ensure documentation and retention of all files upon approval.
• Coordinate team initiatives, projects, and communications, as assigned – including management and collection of all requirements and team member input, document timelines and expected outcomes, and support final execution and reporting.
• Prepare and distribute routine business communications to internal and external stakeholders.
• Manage the input, tracking and reporting of all Certificate of Insurance (COI) documentation and recording for exhibitors at all IDEAg events and the AFBF Convention. Follow up directly with exhibitors and sales team members on missing COIs to ensure timely receipt.
• Serve as back-up support to the Events Accounting Specialist. Have a working knowledge to complete basic processes required to conduct contract processing in Salesforce via opportunity management and prepare and process sales and partner reports.
• Maintain and update existing reports and presentations, including Board of Directors and Finance Committee meeting materials and business and financial templates and reports.
• Support and prepare the development of presentations, spreadsheets, and other documents.
• Support Request for Proposal efforts, as required.
• Process and track administrative procedures against Standard Operating Procedures.
• Monitor process, accuracy, and completion of business tasks such as Expense Reports, Vendor Invoices, Credit Card Reconciliation, Recurring Charges, Contracts, etc.
• Provide relief and back-up assistance at the front desk as assigned.

RELATIONSHIPS:

Communicates and collaborates daily with BORD team members and all departments across the organization. Works with external business partners and state Farm Bureau staff as needed.

EDUCATION OR TRAINING REQUIRED:

• Bachelor’s degree or equivalent experience in a professional environment

EXPERIENCE AND SKILLS REQUIRED:

• Minimum two (2) years of experience in program assistance, project coordination or a related area.
• Customer focused, with strong and proactive business communications skills.
• Detail oriented and organized, with the ability to manage multiple priorities and deadlines with composure.
• Strong initiative and sound judgment.
• Experience handling confidential information and matters appropriately.
• Ability to work independently, as well as collaboratively with staff and outside partners.
• Experience using communication tools such as Zoom and Teams.
• Proficient in Microsoft Office, particularly Outlook, Word, and Excel, and working knowledge of PowerPoint.

PREFERRED EDUCATION/EXPERIENCE/TRAINING/SKILLS:

• Familiarity with Monday.com, Salesforce, Adobe templates and Docusign, a plus.
• Experience using accounting software such as Nexonia for creating and submitting expense reports and Beanworks for processing vendor invoices, a plus.
• Previous state or national Farm Bureau work experience, a plus

OTHER REQUIREMENTS:

• Occasional travel required for onsite event/meeting assistance
• Occasional work on weekends to support events