Cohorts Coordinator

Art and Wellness Enterprises•Bentonville, AR

10d•$26 - $30•Onsite

About The Position

The Cohorts Coordinator plays an essential role within the Cohorts Program, providing coordination and administrative support for the Cohorts team. This position enhances operational efficiency and team capacity by maintaining accurate records, managing databases, coordinating workflows, and facilitating internal and external communications. This position serves as a primary point of contact for the Cohorts team and interacts frequently with cross-departmental teams and external partners. The Cohorts Coordinator reports to the Cohorts Manager and works closely with team members across the program to support cohort-related initiatives aligned with the foundation’s mission and goals. The role requires a high degree of attention to detail, organization, and resourcefulness, as well as experience coordinating projects within a collaborative team environment.

Requirements

Bachelor’s degree in arts administration, business administration, management, communications, nonprofit management, or a related field preferred.
2–3 years of experience providing administrative and coordination support, coordinating projects, or working in related roles.
Experience working in collaborative, cross-functional environments required; experience in nonprofits, foundations, museums, or cultural institutions preferred.
Interest in arts- and mission-driven work is required.
Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
Experience with Asana, Salesforce, Workday, SharePoint, OneDrive, or similar technology platforms preferred, along with the ability to quickly learn new software applications.
Demonstrated competence in tracking, coordinating, and following up on competing priorities and deadlines, with strong organizational and time management skills.
Excellent interpersonal and customer service skills, with the ability to interact professionally with internal teams, leadership, and external partners.
Demonstrated problem-solving skills, with the ability to proactively resolve issues in fast-paced, dynamic environments.
Detail-oriented, reliable, and accountable, with the ability to work independently while contributing effectively as part of a team.
Adaptable and flexible when working with individuals across various roles and responsibilities.
Strong written and verbal communication skills, with the ability to prepare clear and well-organized presentation materials.
High level of professional integrity and the ability to handle sensitive and confidential information with discretion.

Nice To Haves

Exposure to project management methodologies is a plus.
Familiarity with partner-facing or programmatic support work is a plus.

Responsibilities

Serve as a liaison between team members and external partners, providing consistent communication in both virtual and in-person settings regarding schedules, project logistics, deliverables, and documentation related to initiatives using tools such as Asana, Salesforce, SharePoint, Teams, Outlook, Canva, and other applications.
Assist with research and background information related to current and potential cohort partners, as directed by the Cohorts Manager or Director.
Manage shared team email inboxes and calendars, triage inquiries, manage departmental correspondence, respond to requests for information, and coordinate follow-ups, including scheduling meetings and organizing incoming requests.
Provide administrative and logistical support by preparing agendas and materials, recording notes and action items, tracking follow-ups and milestones, and maintaining records for databases and shared repositories using systems such as OneDrive, Trainual, Asana, Salesforce, and Workday.
Support the development of reports, presentations, templates, team progress highlights, and other documentation related to cohort activities and program tracking.
Contribute to cross-departmental initiatives and provide project coordination support for special projects, including assisting department leadership in planning and organizing convenings, events, workshops, and meetings, ensuring timelines, due dates, and tasks are achieved.
Conduct data quality assurance checks of collaborative databases to ensure accuracy and completion of submitted information by internal teams and external partners.
Support tracking and reporting of program data and metrics by maintaining accurate records and assisting with report preparation.
Support discovery, implementation, and documentation of continuous improvement of program processes and systems.
Provide coordination support for the Cohorts department, including calendar coordination, meeting scheduling, travel arrangements, and processing invoices and expense reports in Workday.
Assist with intern and new staff interview scheduling, onboarding, and offboarding for the program, in coordination with leadership.
Uphold the highest standards of confidentiality and integrity in managing relationships with partners, stakeholders, and internal teams.
Perform other duties and responsibilities as assigned to support evolving organizational needs.