Programs & Events Coordinator

The Institute for Functional Medicine; Federal Way (WA); On-site; USD 33,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Dental & vision

Life insurance

Disability insurance

EAP

Vacation & sick leave

WFH stipend

401(k) match

Holidays

Training budget

Program registrations

Job summary

The Institute for Functional Medicine (IFM) is seeking an Operations – Programs & Events Coordinator to support the planning, coordination, and execution of online, cohort-based programs and in-person events. You will work closely with managers to provide administrative, project management, logistical, and technical support to ensure high-quality participant experiences.

Responsibilities include coordinating timelines, preparing agendas, tracking action items, organizing materials, managing

Qualifications

• Experience coordinating timelines, deliverables, and administrative needs.
• Experience working with internal teams, vendors, or external partners.
• Knowledge of Cvent or similar event management platform is a plus.
• Experience with Asana or similar project management platform is a plus.
• Proficient knowledge of MS Office Suite.

Responsibilities

• Coordinate the standardized execution of assigned programs and events, following established processes, timelines, and quality standards.
• Schedule planning meetings, prepare agendas, document decisions, and track action items to completion.
• Track project timelines, deliverables, and outstanding tasks, communicating risks or needs to management.
• Organize program materials, attendee communications, and technical materials.
• Coordinate vendor and logistics contracts with Contracts & Asset Compliance team, including tracking and payment.
• Provide onsite support for in-person events and attendee coordination.
• Support event technology setup, testing, and troubleshooting (badges, apps, check-in, platforms).
• Coordinate development of onsite materials (badges, signage, collateral).
• Manage packing, shipment, tracking, and return of event supplies.
• Support onsite attendee experience activities and special event elements.
• Collaborate with internal teams to align timelines and requirements.
• Communicate updates, deadlines, and risks to stakeholders.
• Participate in cross-training and knowledge sharing.
• Build and maintain relationships across departments to support delivery.

Skills

Event coordination

Organization

Time management

Communication

Initiative

Collaboration

Technical aptitude

MS Office proficiency

Cvent

Asana

Tools

MS Office Suite

Cvent

Asana

Job description

Department: Operations – Programs & Events

Status: Non-Exempt, Full-Time

Supervisory Responsibilities: None

Travel: 1-2x/year

Rate of Pay: $24.00-$27.00/hour

EEO Category: Administrative Support Workers

Position Summary:

The Programs & Events Coordinator supports the planning, coordination, and execution of IFM’s online, cohort-based programs, and in-person events. Working closely with managers, this role provides administrative, project management, logistical, and technical support to help ensure programs and events are delivered consistently, efficiently, and with a high-quality participant experience.

Primary Responsibilities:

• Coordinate the standardized execution of assigned programs and events, following established processes, timelines, and quality standards.
• Schedule planning meetings, prepare agendas, document decisions, and track action items to completion.
• Track assigned project timelines, deliverables, and outstanding tasks, proactively communicating risks, delays, or support needs to the appropriate manager.
• Organize program materials, including attendee communications, community forums, attendee resources, and technical materials.
• Coordinate vendor and logistics contracts in collaboration with the Contracts & Asset Compliance team, including preparation, tracking, and payment.
• Provide onsite support for in-person events, including event set-up, registration, attendee support, and logistical coordination.
• Support event technology set-up, testing, and troubleshooting, including attendee name badges, the IFM Events App, check-in systems, audience engagement tools, event platforms, and streaming technology.
• Coordinate the development and production of onsite event materials, including staff name badges, business cards, signage, and other event collateral as assigned.
• Manage the packing, shipment, tracking, and return of event supplies to ensure organized delivery and execution.
• Support onsite attendee experience activities and special event elements (e.g., Morning Movement).
• Collaborate with internal teams to ensure alignment on project timelines, deliverables, responsibilities, and program or event requirements.
• Communicate project updates, deadlines, outstanding needs, and potential risks clearly and proactively to appropriate stakeholders.
• Participate in cross-training and contribute to documentation and knowledge-sharing related to Programs & Events processes, systems, and best practices.
• Build and maintain effective working relationships across departments to support successful program and event delivery.

What We’re Looking For:

• Experience supporting events, programs, or related projects, including coordinating timelines, deliverables, and administrative needs.
• Experience working collaboratively with internal teams, vendors, or external partners.
• Experience with Cvent or a similar event management platform is a plus.
• Experience with Asana or a similar project management platform is a plus.
• Proficient knowledge of MS Office Suite.
• Event Coordination: Working knowledge of event logistics, program coordination, and administrative support.
• Organization & Time Management: Strong organizational, planning, and time management skills, with the ability to manage multiple priorities, tasks, and deadlines.
• Attention to Detail: Ability to produce accurate, thorough work and consistently follow established processes and standards.
• Accountability & Execution: Ability to take ownership of assigned responsibilities, work independently, meet deadlines, and follow tasks through completion.
• Communication: Ability to communicate clearly, professionally, and concisely, both verbally and in writing.
• Inspire (Interpersonal skills): Ability to relate to others to achieve a desired outcome/goal, strengthening productivity.
• Initiative & Problem-Solving: Ability to anticipate needs, identify potential issues, and proactively communicate questions, risks, or recommended solutions.
• Customer Focus: Commitment to providing a responsive, professional, and positive experience for attendees, partners, vendors, and colleagues.
• Collaboration & Teamwork: Ability to build positive working relationships, collaborate effectively across teams, and contribute to shared goals and outcomes.
• Technical Aptitude: Comfort working with technology and the ability to learn and adapt to new systems, platforms, and applications.

What’s In It for You?

• National healthcare plan coverage offered!
• National dental and vision plans!
• Paid employee life and disability insurance!
• Paid employee assistance program!
• Two weeks’ vacation and two weeks’ sick leave accrued annually for new employees!
• Monthly work-from-home stipend!
• 401(k) with generous contribution!
• 14 paid holidays annually!
• Meeting-free Tuesday afternoons!
• Department budgeted job skills training!
• Complimentary registration to IFM’s educational programs!

Get to Know Us!

The team at IFM is changing the way medicine is practiced and transforming the health (and lives) of

millions of people around the world. Every single day, our teammates impact the quality of patient care through their unique roles that support the mission of our organization!

Interview Process

• Upon review of your resume, a member of the HR Department will reach out to schedule a phone screen with qualified applicants. If you are not selected, it is because we received more qualified applicants for the open role, and you will be notified of our decision.

Thank you for considering our open role!

The Institute for Functional Medicine, IFM, is a federal government contractor and an Equal Opportunity Employer. IFM invites all applicants to apply regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, and/or veteran status. As such, IFM invites you to voluntarily self-identify as a qualified individual, if applicable using the Voluntary EEO Form.

At IFM we consider all applicants with a wide range of experiences and backgrounds that are relevant and applicable to the role. Our highly collaborative culture is grounded in a commitment to ensure respectful and positive working relationships where every team member has a sense of belonging.

If you need accommodations during the interview process, please inform the Human Resources representative as soon as possible. IFM will make every effort to provide reasonable accommodation(s) during the interview and hiring process.

Applicants Rights under Federal Employment Laws

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. Completion of this information is voluntary and as such, adverse action will not be taken should you decide not to self-identify. The information you submit will be kept confidential.

EEO: https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf