Program Coordinator

Phalen Leadership Academies•Indianapolis, IN

13d•Onsite

About The Position

The Program Coordinator is a key front-line team member responsible for supporting daily program operations and ensuring every participant, partner, and visitor receives a welcoming and professional experience. This role serves as the first point of contact at the Skilled US site, helping assess participant needs, providing administrative and event support, and assisting the Director, Operations Manager, and Marketing Manager with program execution and day-to-day coordination. This position requires strong organization, professionalism, and the ability to manage multiple priorities under pressure while delivering excellent customer service and maintaining high standards of quality.

Requirements

2+ years of experience in program coordination, administrative support, education/workforce services, or a customer-facing operations role.
High proficiency with Salesforce or a comparable CRM system (required).
Strong working knowledge of Microsoft Office and Google Workspace (Docs, Sheets, Calendar, Email).
Comfortable using modern technology tools, including ChatGPT/AI support platforms in a professional setting.
Excellent organizational skills with the ability to manage multiple priorities under deadlines and changing needs.
Strong interpersonal and customer service skills with the ability to remain calm, positive, and solutions-oriented.
High attention to detail and commitment to excellence in participant experience, communication, and follow-through.

Nice To Haves

Experience supporting adult education, workforce development, or community-based training programs.
Experience supporting events, enrollment activities, or intake processes.
Familiarity with participant-centered or trauma-informed service environments.
Bilingual (preferred but not required).

Responsibilities

Serve as the first point of contact for participants, visitors, and partners entering the Skilled US building, providing a warm, professional, and student-centered welcome.
Assess immediate participant needs and route individuals to the appropriate staff member or service (intake, coaching, instructors, employment support, etc.).
Answer and triage inbound calls, walk-ins, and general inquiries with a solutions-oriented approach.
Maintain a clean, organized, and welcoming front office space that reflects Skilled US professionalism and mission.
Support the Director, Operations Manager, and Marketing Manager with program-related projects tied to enrollment goals, class operations, participant services, and site readiness.
Provide administrative support to instructors as needed, including printing, materials preparation, attendance support, and classroom logistics.
Assist with scheduling, meeting coordination, and internal communication related to classes, workshops, and events.
Maintain accurate records and documentation to support smooth program delivery and compliance expectations.
Provide on-site support for recruitment events, orientations, community enrollment days, and partner engagements.
Assist with check-in processes, participant flow, sign-in sheets, room setup, and follow-up coordination.
Support the distribution of outreach materials and help ensure staff have what they need for events and presentations.
Enter, update, and maintain participant records and service activity tracking in Salesforce with high accuracy and timeliness
Support data collection and basic reporting needs for operations and team visibility.
Use Microsoft Office, Google Workspace, and other Skilled US tools to create and manage documents, trackers, schedules, and communications.
Utilize technology tools (including ChatGPT and related AI platforms) to support efficient communication drafting, documentation, and workflow support while adhering to confidentiality and data standards.