Program Operations Associate

CADCA•Alexandria, VA

23h•$56,000 - $58,000•Hybrid

About The Position

CADCA is the premier prevention association in the country, equipping more than 7,000 coalitions across the United States and 28+ countries with the tools, knowledge, and support they need to fight substance misuse and create lasting change. Our youth programs, customized trainings, and national conferences only work because someone is keeping the details, deadlines, and logistics airtight behind the scenes — that's where you come in. We're looking for a highly organized, detail-driven Program Operations Associate to support the coordination and delivery of CADCA's youth programs, conference programming, customized trainings, and strategic initiatives. You'll report to the Director of Youth Programs, Conference Programming, and Strategic Initiatives, and as your knowledge of CADCA's programs grows, so will your ownership — from resolving routine questions independently to running smaller training engagements start to finish.

Requirements

A bachelor's degree
Excellent organizational and time-management skills, with the ability to juggle multiple priorities and deadlines
Strong attention to detail, accuracy, and follow-through
Comfort working independently within established processes, using sound judgment about when to escalate
Initiative and resourcefulness — you spot next steps and solve routine problems without being asked
Strong written, verbal, interpersonal, and customer-service skills
An appetite for learning new systems and processes and turning that into increasingly independent ownership
Proficiency with Microsoft Office and virtual meeting platforms, plus a willingness to learn project management systems, learning management systems, and e-signature platforms
The ability to thrive in a fast-paced environment, solo and as part of a team

Nice To Haves

1–3 years of relevant experience in program coordination, training or event operations, project coordination, nonprofit operations, or a related area

Responsibilities

Support the coordination and delivery of customized trainings, youth programs, conference programming, and assigned strategic initiatives.
Serve as a go-to point of contact for trainers, clients, and participants, independently handling routine inquiries.
Facilitate virtual trainings — participant and trainer communication, Zoom logistics, breakout rooms, and routine troubleshooting.
Take the lead on smaller training engagements from planning through completion as your experience grows.
Anticipate next steps, follow things through to completion, and resolve routine questions before they need to be escalated.
Draft trainer and client contracts using established templates and approved terms, routing agreements through to full execution.
Manage routine training-related financial processes — reviewing trainer invoices, submitting documentation to Finance, and preparing client invoice requests after trainings wrap.
Build training budgets from established templates and support more complex budget development alongside the Director and other departments.
Coordinate trainer logistics, accommodations, materials, printing, shipping, and other operational needs for assigned programs and trainings.
Keep training calendars, trainer staffing hours, project deadlines, and tracking systems current in Monday.com and related platforms.
Set up and maintain Academy courses, participant records, and related materials in Docebo.
Support programming and onsite operations for CADCA's National Leadership Forum and Mid-Year Training Institute — trainer/presenter communication, materials, scheduling, and routine conference inquiries.
Maintain accurate program records and working knowledge of CADCA's programs, processes, and calendars to keep things running smoothly when the Director is unavailable.
Pitch in on additional program operations and administrative support as needed