Coordinator, Education Operations

Role Title: Coordinator, Education Operations

Position Overview
The Coordinator, Education Operations supports the operational coordination, administrative infrastructure, and program readiness of client's national Education & Engagement portfolio. This role helps ensure that conferences, trainings, webinars, institutes, and virtual learning experiences are organized, prepared, and operationally supported from planning through delivery.

Working closely with the Director of Education & Engagement and the Assistant Director, Product & Program Strategy, this position maintains timelines, tracking systems, participant workflows, logistical coordination, and operational documentation that support the successful execution of educational programs across the portfolio.

This role functions as a remote operational infrastructure partner and is designed for an experienced coordinator who thrives in highly organized, deadline-driven, and fast-paced environments. The ideal candidate is detail-oriented, systems-minded, responsive, and capable of managing multiple concurrent priorities with professionalism and consistency.

This position does not serve as the onsite lead for events or own educational strategy, but instead supports the preparation, coordination, and operational readiness that allow leadership teams to focus on participant experience, educational quality, and onsite execution.

Core Responsibilities
Program Operations & Coordination

• Support operational preparation across conferences, trainings, webinars, institutes, and virtual education offerings
• Maintain program timelines, operational checklists, workflow trackers, and readiness systems
• Coordinate participant registration tracking, roster management, and attendee communications
• Support preparation of participant materials including agendas, certificates, digital resources, badges, and program documents
• Maintain organized documentation and shared departmental systems across programs and initiatives
• Coordinate shipping, printing, and logistical preparation for in-person programs as needed
• Track program deliverables, deadlines, and operational dependencies to support overall readiness

Event Logistics & Operational Support

• Support logistical coordination related to hotels, meeting spaces, Banquet Event Orders (BEOs), shipping, and vendor deliverables
• Maintain operational tracking systems for event logistics and conference readiness
• Assist with exhibitor and sponsor logistical coordination, including tracking deliverables, materials, deadlines, and operational communications
• Coordinate operational documentation and materials needed for onsite execution teams
• Support annual conference preparation and ongoing operational planning activities

Virtual Learning & LMS Support

• Support virtual learning setup and learning coordination, and online course readiness
• Assist with Learning Management System (LMS) coordination and participant workflow support
• Coordinate virtual learning logistics including attendee communications, materials preparation, and session tracking
• Maintain consistency across virtual education workflows and operational processes

Marketing & Participant Communication Support

• Support coordination of participant-facing communications related to trainings, virtual cohorts, conferences, and educational initiatives
• Assist with updating training information, registration materials, program descriptions, and participant resources
• Coordinate timelines and materials with communications and marketing staff as needed
• Support distribution of promotional materials, reminder communications, and educational announcements
• Maintain organized tracking systems for communication schedules and marketing readiness

Financial, Reporting & Administrative Support

• Assist with invoice tracking, expense coordination, and administrative processing support
• Maintain registration tracking, participant transfer records, and reconciliation support documentation
• Support scholarship tracking and participant status updates
• Maintain operational dashboards, tracking systems, and recurring departmental reporting documentation
• Assist with compilation of participation, registration, and operational readiness data
• Maintain accurate operational records and shared tracking systems

Participant Experience & Stakeholder Support

• Support participant-facing communications related to registration, logistics, schedules, and program readiness
• Monitor and respond to training inbox inquiries in a professional and timely manner
• Assist with troubleshooting participant issues and routing concerns appropriately
• Ensure participant information and communications remain accurate, organized, and up to date

Systems, Process & Documentation Management

• Maintain standardized templates, operational workflows, trackers, and planning systems
• Support process consistency across programs and educational offerings
• Assist with development and maintenance of operational documentation and procedural resources
• Identify opportunities to improve coordination, organization, and workflow efficiency

Qualifications

• 3-7 years of experience in operations coordination, event coordination, education administration, association support, or related operational environments
• Experience supporting conferences, webinars, virtual learning, trainings, or professional education programs preferred
• Strong experience managing multiple workflows, timelines, and operational systems simultaneously
• Experience working within remote or distributed team environments preferred
• Familiarity with registration systems, Learning Management Systems (LMS), webinar platforms, or database systems preferred

Skills & Competencies

• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities with accuracy and consistency
• Strong process management and follow-through
• Ability to work independently within clearly defined systems and expectations
• Strong customer service and stakeholder support orientation
• Comfort working within fast-paced, deadline-driven environments
• High level of professionalism, responsiveness, and reliability
• Proficiency with Microsoft Office Suite, shared collaboration platforms, and spreadsheet management
• Ability to quickly learn new systems, tools, and workflows

Work Environment

• Fully remote work environment
• Must be available during standard Eastern Time Zone business hours
• Position supports a U.S.-based national association environment with frequent deadline-driven work cycles

What Success Looks Like
Success in this role is defined by operational consistency, preparedness, responsiveness, and reliability.
Programs are organized and well-supported in advance, participant communications are timely and accurate, operational systems remain current and dependable, sponsor and exhibitor logistics are coordinated effectively, and leadership teams are able to focus on educational delivery and onsite execution without preventable administrative disruptions.

Over time, this role contributes to a more scalable, efficient, and sustainable operational infrastructure that supports client's growing national education portfolio.