Program Operations Coordinator

ROCS Grad Staffing; Reston (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

ROCS Grad Staffing is seeking a Program Operations Coordinator to support the day-to-day operations of a collaborative nonprofit team in Reston, Virginia. You will assist with conference and event operations, sponsor coordination, and administrative tasks to keep programs running smoothly and efficiently.

This role is ideal for recent graduates or early-career professionals, emphasizing organized, proactive communication and strong customer service to ensure successful events and positive

Qualifications

• Bachelor’s degree in business, marketing, education, nonprofit management, communications, or a related field.
• Recent graduates or early-career professionals are encouraged to apply.
• Experience in customer service, program coordination, event operations, administrative support, nonprofit or association work is preferred.
• Strong communication, organization, and time-management skills.

Responsibilities

• Provide responsive, professional customer service to sponsors, exhibitors, partners, volunteers, members, and other stakeholders.
• Respond to inquiries from current and prospective partners, sponsors, exhibitors, and volunteers with timely communication.
• Coordinate sponsor advertisements and assist with program initiatives, deliverables, and operations.
• Manage the exhibitor cycle for conferences, including booth space coordination and invoicing.
• Coordinate with decorators and vendors to support conference and exhibit operations.
• Provide on-site support during conferences, including floor management and logistics.
• Process partner invoices and assist with accounts receivable reconciliation.
• Maintain organized program records, databases, and documentation.
• Provide administrative support through data entry, reporting, and presentations.
• Help prepare reports and materials for internal teams and stakeholders.
• Maintain confidentiality of sponsor and partner information.
• Support volunteer recruitment through outreach and collaboration with teams.
• Collaborate across the organization to align on priorities and ensure positive stakeholder experiences.
• Identify and resolve issues arising in day-to-day operations and events.

Skills

Verbal and written communication

Organizational skills

Time management

Attention to detail

Self-motivation

Collaboration / teamwork

Customer service

Microsoft Office

Documentation

Problem solving

Education

Bachelor's degree in business, marketing, education, nonprofit management, communications, or related field

Tools

Microsoft Office

Job description

We are seeking an organized, proactive, and customer-focused Program Operations Coordinator to support the day-to-day operations of a collaborative team at a mission-driven nonprofit organization. This is an excellent opportunity for a recent graduate or early-career professional to gain hands-on experience in program coordination, conference and event operations, customer service, and administrative support. You will play an important role in keeping projects organized, coordinating with external partners, and ensuring programs and events run smoothly while working alongside a collaborative team.

Responsibilities

• Provide responsive and professional customer service to sponsors, exhibitors, partners, volunteers, members, and other stakeholders, serving as a primary point of contact for questions and requests.
• Respond to inquiries from current and prospective partners, sponsors, exhibitors, and volunteers, ensuring timely communication and follow-up.
• Coordinate sponsor advertisements and assist with program-related initiatives, deliverables, and other operational activities.
• Manage the exhibitor cycle for conferences, including booth space coordination, invoice collection, floor plan management, and exhibitor communications.
• Coordinate with decorators, general service contractors, and other event vendors to support successful conference and exhibit operations.
• Provide on-site support during conferences, including floor management, coordinating event logistics, and responding to exhibitor questions and needs.
• Process partner invoices, assist with accounts receivable reconciliation, and maintain accurate financial records.
• Maintain organized program records, documentation, databases, and other departmental information.
• Provide administrative and operational support through data entry, reporting, presentations, document management, copying, sorting, and packing materials.
• Help prepare reports and other materials for internal teams, partners, and stakeholders.
• Maintain the confidentiality of sponsor, partner, prospect, and other sensitive information.
• Support volunteer recruitment efforts through outreach to professional networks and collaboration with program and partnership teams.
• Collaborate with colleagues across the organization to coordinate initiatives, support departmental priorities, and ensure a positive stakeholder experience.
• Identify and help resolve issues that arise during day-to-day operations and events, following through on outstanding items as needed.
• Perform other administrative, program operations, and coordination duties and projects as assigned.

Qualifications

• Bachelor’s degree in business, marketing, education, nonprofit management, communications, or a related field required. Recent college graduates are encouraged to apply!
• Recent graduates and early-career professionals are encouraged to apply.
• Previous experience in customer service, program coordination, event operations, administrative support, sales, partnerships, sponsorships, nonprofit or association work, or a related field preferred.
• Strong verbal and written communication skills, with the ability to interact professionally with external partners and stakeholders.
• Excellent organizational and time-management skills, with the ability to manage multiple deadlines and priorities simultaneously.
• Strong attention to detail and a commitment to maintaining accurate records, documentation, and databases.
• Self-motivated and proactive, with the ability to work independently and take initiative with minimal oversight.
• Collaborative and team-oriented, with the ability to work effectively with individuals at all levels of an organization.
• Strong customer service skills and a polished, professional approach when working with external stakeholders.
• Comfortable identifying problems, developing solutions, and following through on outstanding items.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Comfortable working in a professional office environment and handling occasional physical tasks, including lifting, pushing, or pulling boxes and merchandise weighing up to 50 lbs.