Program Coordinator, Development

awe; Bentonville (AR); On-site; USD 42,000 - 62,000; Full time

Job summary

Heartland Whole Health Institute in Bentonville, AR is seeking a Program Coordinator, Development to provide comprehensive administrative support across programs and departments. You will coordinate calendars, travel, budgets, meetings, and events, ensuring accurate, timely execution while safeguarding confidential information.

The role emphasizes cross-functional collaboration and strong client-facing communication.

Qualifications

• Strong organizational, coordination, and operational support skills.
• Ability to manage multiple priorities in a dynamic environment.
• Discretion handling confidential and sensitive information.
• Excellent communication and interpersonal abilities.
• Collaborative approach across teams and stakeholders.

Responsibilities

• Coordinate scheduling and logistics for assigned leaders and functional areas.
• Serve as initial point of contact for routine inquiries and requests.
• Organize internal and external meetings, events, and guest visits with agendas and logistics.
• Coordinate travel logistics for events and activities.
• Record and distribute meeting notes and action items.
• Track project activities and ensure regular updates on tasks.
• Assist with initial budgets and monitor budget performance; prepare expense reports.
• Provide cross-functional administrative support as workload requires.
• Support the President's Office scheduling, travel, and correspondence.
• Coordinate stakeholder visits and tours, including catering and AV needs.

Skills

Organizational skills

Coordination

Budget tracking

Discretion with confidential info

Communication

Interpersonal skills

Collaboration

Job description

Heartland Whole Health Institute is a non-profit that addresses physical, mental, emotional, and social well-being by working with health systems, employers, and communities to redesign health care delivery.

Job Description

• Job Title: Program Coordinator, Development


• Reports to: Senior Director, Development


• FLSA Classification: Non-Exempt


• Location: Bentonville, Arkansas (On-site)


• Date Reviewed : 08/09/2026

Who We Are

Heartland Whole Health Institute (HWHI) is dedicated to transforming health care - beginning in our home of Northwest Arkansas and scaling to disrupt the national health crisis. We advocate, educate, and guide the implementation of an innovative system, rooted in whole health and the realignment of financial incentives. Our team members are collaborative, analytical, mission-driven, and working together to change the status quo.

The Institute's 85,000-square-foot facility is located on the Crystal Bridges Campus for Art and Wellness, which includes Crystal Bridges Museum of American Art and Alice L. Walton School of Medicine.

About the Position

The Program Coordinator, Development provides coordination and administrative support for assigned functional areas, supporting day-to-day activities, programs, and organizational priorities. This role coordinates communication, scheduling, travel, budgets, meetings, events, and other administrative processes while helping ensure work is organized, accurate, and completed in a timely manner.

The Program Coordinator works collaboratively with leaders, team members, other administrative roles, external stakeholders, and shared services partners to provide support across multiple programs, departments, or workstreams based on organizational priorities and workload needs. The position helps maintain continuity, coordination, and effective information flow across functional areas while adapting to changing needs and priorities.

Success in this role requires strong organizational, coordination, and operational support skills, along with the ability to manage multiple priorities, support cross-functional collaboration, exercise sound judgment, and proactively support evolving organizational needs in a dynamic, fast-paced environment. The role also requires attention to detail, adaptability, discretion in handling confidential and sensitive information, strong communication and interpersonal skills, and a collaborative approach.

Essential Duties and Responsibilities

Administrative Support

• Coordinate scheduling and logistics needs for assigned functional areas, primarily supporting the schedules of applicable leaders.


• Serve as an initial point of contact for routine inquiries and requests related to assigned functional areas, providing routine information, coordinating follow-up, routing matters to appropriate team members, and escalating issues as needed.


• Organize internal and external meetings, events, and guest visits and ensure proper setup, including ordering food and beverages (as required), notifying attendees, managing logistics, drafting and distributing agendas, and providing a seamless and professional experience.


• Coordinate travel logistics for events and activities within assigned functional areas, including flights, transportation, lodging, and any other travel support as needed.


• As needed, accurately record and distribute detailed meeting notes, action items, and key decisions from meetings, ensuring clear communication and follow-up on tasks and deadlines.


• Track, monitor, and follow up on project-related activities, dependencies, and action items for assigned functional areas, collaborating closely with applicable leaders to provide regular updates on outstanding tasks.


• Assist with the creation of initial budgets, regularly review actual budget performance for assigned functional areas, follow up on budget variances, and prepare expense reports.


• Provide coordination and administrative support across functional areas as needed to address workload demands, shifting priorities, and organizational needs.


• Provide administrative and coordination support for the President's Office, based on organizational needs and priorities, including scheduling, meeting logistics, travel coordination, correspondence, and other administrative needs as assigned.


• Collaborate with other administrative roles to provide coverage, share workload, support continuity across functional areas, and identify opportunities to improve and streamline administrative processes as organizational needs require.


• Coordinate meetings and visits for key stakeholders, executive-level guests, and other visitors, including coordinating catering needs, technology and audiovisual support, and guest needs.


• Provide tours of the Heartland Whole Health Institute building for key stakeholders, executive-level guests, and other visitors.

Program Support

• Assist with programs, services, and initiatives within assigned functional areas that support organizational priorities.


• Provide administrativ