Role Overview
This is a high-responsibility program coordination and operations role supporting the delivery of GPS training programs and support groups.
The Program Coordinator is responsible for ensuring programs run smoothly from end to end—managing logistics, participant experience, facilitator support, and real-time operations across multiple systems.
This role goes beyond administrative support. You will be expected to take ownership of program execution, anticipate needs, solve problems proactively, and ensure nothing falls through the cracks.
The ideal candidate is highly accountable, detail-oriented, and responsive, with strong program coordination experience and the ability to manage multiple priorities in a fast-paced, real-time environment.
Key Responsibilities
Program Coordination & Operations
- Own the end-to-end coordination of training programs and support groups
- Ensure all program elements (communications, materials, scheduling, systems) are accurate, complete, and executed on time
- Track participant progress, attendance, and completion across CRM and LMS systems
- Maintain clean, accurate data across all platforms (HubSpot, LMS, tracking systems)
- Identify operational gaps and implement improvements to increase efficiency and quality
- Serve as the primary operational point of contact during program delivery
Participant Experience & Communication
- Manage all participant communications (email, CRM, Slack) with accuracy, clarity, and timeliness
- Send and oversee all program communications (welcome emails, reminders, follow-ups, certificates)
- Provide high-quality support and guidance to participants across platforms
- Proactively monitor engagement and address issues that may impact participation or completion
- Develop and maintain templates, FAQs, and support resources
Facilitator & Training Support
- Coordinate with facilitators to ensure session readiness and alignment
- Prepare and manage training materials, logistics, and schedules
- Conduct pre-session checks to ensure smooth delivery
- Provide real-time support to facilitators during live sessions
- Communicate clearly and efficiently to resolve issues as they arise
Zoom Moderation & Live Session Management
- Lead Zoom session operations, including setup, co-hosting, breakout rooms, and participant management
- Monitor chat, engagement, and overall session flow
- Troubleshoot technical issues in real time with confidence and efficiency
- Ensure a smooth, professional participant experience across all sessions
Accountability & Performance Expectations (Critical)
- Take full ownership of assigned responsibilities with consistent follow-through
- Maintain accurate systems with no gaps, missed communications, or incomplete tasks
- Anticipate needs and solve problems before they impact program delivery
- Communicate proactively and clearly—never wait until issues escalate
- Manage multiple priorities without dropping responsibilities
- Maintain a high level of attention to detail and quality control
Responsiveness & Work Expectations
- Must be actively available and fully engaged during 11:00 AM – 7:00 PM ET
- Expected to respond to team communication (Slack, email) within 5–10 minutes during live operations
- Must be fully present during all trainings and meetings (no competing responsibilities during work hours)
- Ability to join Zoom sessions immediately and respond to urgent issues in real time
This is a real-time operations role, not asynchronous or flexible-response work.
Required Skills & Qualifications
- 3+ years experience in program coordination, operations, or training delivery support
- Proven experience managing complex, multi-step programs or projects
- Strong organizational and project management skills
- Excellent written and verbal communication skills
- High level of accountability, ownership, and follow-through
- Ability to work independently and make decisions in fast-paced environments
- Strong problem-solving skills and ability to stay calm under pressure
- Experience working in fully remote teams
Technical Requirements (Must Have)
- Advanced proficiency in Zoom (hosting, breakout rooms, troubleshooting)
- Strong proficiency in Google Workspace (Docs, Sheets, Drive, Slides)
- Experience with CRM systems (HubSpot or similar)
- Experience with Slack or similar communication tools
- Ability to manage multiple platforms simultaneously with accuracy
Preferred:
- Experience with LMS platforms (LearnWorlds or similar)
- Experience with Asana, Eventbrite, and Alchemer
Language Requirements
- Fluency in English and Spanish (written and verbal) required
- Ability to support participants in both languages during live sessions and written communication
Remote Work Requirements
- Dedicated, quiet workspace with no interruptions
- Reliable high-speed internet suitable for Zoom and multiple systems
- Professional audio setup (headphones or microphone required)
- Camera-on presence required for meetings and sessions
- Reliable computer capable of managing multiple platforms simultaneously
Work Environment
- Fast-paced, high-volume program environment
- Multiple concurrent programs and deadlines
- Requires strong prioritization, time management, and task-switching
- High level of real-time coordination and decision-making
Who This Role Is Not For
This role is not a fit for candidates who:
- Prefer flexible or asynchronous work environments
- Struggle with real-time responsiveness
- Require constant direction or reminders
- Have difficulty managing multiple priorities under time constraints
Growth Opportunity
This role has the potential to grow into a Senior Program Coordinator or Program Manager role based on performance and leadership capacity.
Compensation & Benefits
- Full-time, W-2 position (40 hours/week)
- Hourly rate: $25–$38/hour (based on experience)
- Performance-based bonuses (where applicable)
- Paid Time Off (PTO) and sick leave
About GPS Group Peer Support
GPS Group Peer Support provides strength-based, trauma-informed care, offering consistent mental health support during stress, crisis, and change. Our evidence-based model integrates mindfulness, cognitive behavioral therapy, motivational interviewing, and peer support to reduce the long-term effects of stress and trauma.
Our programs are designed for scalability and accessibility, equipping peer specialists, professionals, and community leaders with tools to build supportive, resilient communities.
Application Process
Qualified candidates may be asked to complete:
- A technical skills assessment (Zoom + Google Workspace)
- A real-time responsiveness and scenario-based task
- A live simulation interview