Program Services & Events Coordinator

Close Up; Washington, Northern (District of Columbia, KY); Hybrid; USD 45,000 - 50,000; Full time

Job summary

Close Up Foundation in Arlington, VA, seeks a Programs Services Coordinator to handle bookings, scheduling, and reservations for our civic education programs in Washington, DC area and out-of-town trips.

The role requires strong organization, vendor relations, and the ability to work nights and weekends as needed, with a focus on staying within budget and delivering quality experiences for students and educators.

Qualifications

• Bachelor's degree from a four-year college or university.
• One to two years of experience in hospitality, event planning, or project management(preferred).
• Based in or willing to move to the Washington, D. C., area .
• Outstanding organizational skills and attention to detail.
• Ability to manage multiple programs/responsibilities simultaneously and meet strict deadlines.
• Excellent interpersonal skills and ability to build relationships with vendors, clients, and staff members across multiple levels.
• Excellent verbal and written communication skills.
• Proven track record of taking initiative in a professional setting.
• Strong problem-solving skills with a proactive approach to identifying and addressing challenges.
• Advancedproficiencywith Microsoft Word and Excelas well as the ability to learn web-based programs.
• A record of success working across departments and as part of a team.
• Passion for and commitment to the organization’s mission.

Responsibilities

• Secure, update, and maintain bookings for attractions and restaurants for Washington programs, ensuring strict adherence to program requirements.
• Schedule and maintain reservations for restaurants, attractions, and theaters for out-of-town programs in diverse destinations.
• Secure and maintain bookings(including restaurants, attractions, theaters, and social evenings) for select special and developmental programs.
• Build and maintain strong relationships with vendors and program staff to facilitate seamless collaboration.
• Pay and reconcile invoices promptly with all vendors, generating purchase orders for finance reconciliation.
• Maintain payment records and receipts.
• Collaborate with managers to keep within budget for all components.
• Work closely with the Outreach, Curriculum, and Development Departments to ensure the effective delivery of program services to both internal and external clients.
• Provide on-site support for program staff as needed to ensure the smooth execution of events.
• Assist in the management of registration services, including serving as manager on duty for certain weekends and serving as registrar for certain special programs.
• Additional duties may be assigned based on the growth and development of the Foundation.

Skills

Organizational skills

Attention to detail

Multi-tasking

Interpersonal skills

Verbal communication

Written communication

Problem solving

Word processing

Excel proficiency

Vendor relations

Team collaboration

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Web-based programs

Job description

Close Up Foundation in Arlington, VA, seeks a Programs Services Coordinator to handle bookings, scheduling, and reservations for our civic education programs in Washington, DC area and out-of-town trips.

The role requires strong organization, vendor relations, and the ability to work nights and weekends as needed, with a focus on staying within budget and delivering quality experiences for students and educators.