Programs & Events Coordinator

IFM; Federal Way, Northern (WA, KY); Hybrid; USD 33,062,000 - 37,195,000; Full time

Benefits offered by this job

National healthcare plan

National dental and vision plans

Paid employee life and disability保险

Paid employee assistance program

Two weeks’ vacation and two weeks’ s

Job summary

IFM is seeking a Programs & Events Coordinator to support online cohort-based programs and in-person events. You will provide administrative, project management, logistical, and technical support to ensure programs and events are delivered consistently, efficiently, and with a high-quality participant experience.

Responsibilities include coordinating program and event execution, preparing agendas, tracking tasks, organizing materials, supporting event tech setups, and onsite coordination.

Qualifications

• Experience supporting events, programs, or related projects, including coordinating timelines and deliverables.
• Experience working collaboratively with internal teams, vendors, or external partners.
• 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 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.

Skills

Event support

Program coordination

Vendor coordination

MS Office

Communication

Organization & planning

Attention to detail

Collaboration & teamwork

Technical aptitude

Initiative & problem-solving

Education

2 Year Degree

Tools

Cvent

Asana

MS Office

Job description

# Programs & Events CoordinatorHybrid • IFM Headquarters - Federal Way, WA 98003## OverviewSalary Range$24.00 - $27.00 HourlyPosition TypeFull TimeJob ShiftDayEducation Level2 Year DegreeTravel Percentage5 - 10% travel requiredCategoryOther## Qualifications| || --- || Programs & Events Coordinator |**Department:** Operations – Programs & Events **Supervisor:** Manager, Programs & Events **Status:** Non-Exempt, Full-Time**Location:**Seattle, WA Metropolitan Area (Hybrid) **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) ofmillions 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**1. You see this job posting, it piques your interest, and you complete the IFM application.2. 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!**Equal Employment Opportunity**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.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.