Classification Title
Program Coordinator
Department
Training and Professional Development Program
Status/Pay Range
Non-Exempt A-22
General Summary
The Training Program Coordinator manages the administrative and logistical operations of the TPD Program. This role schedules training sessions, maintains records, coordinates travel and refreshments, and serves as the first point of contact for program participants and partners. The coordinator supports marketing and communication efforts and helps ensure smooth delivery of training.
This role requires maintaining confidentiality, ensuring the accuracy and security of records, and fostering positive relationships with employees, customers, and community members. Strong written and verbal communication skills, along with exceptional customer service, are essential. Regular attendance is required, and occasional evening or weekend hours may be necessary to meet project deadlines. A professional, well-groomed appearance is expected at all times.
Primary Responsibilities
The following duties are representative of the responsibilities assigned to this position. Additional duties may be assigned as necessary.
Administrative support
- Answer phones, greet visitors, respond to email inquiries and direct correspondence to appropriate staff.
- Maintain office supply inventory, coordinate maintenance and repair of office equipment.
- Manage local and out‑of‑state travel arrangements for program staff.
Training logistics
- Schedule training sessions and reserve classrooms or off‑site facilities.
- Coordinate refreshments and accommodations for participants.
- Prepare agendas and minutes for weekly department meetings and maintain organized records.
- Assist with the development of the monthly training calendar and the scheduling of the training classroom.
- Provide assistance with the attendance records for all training participants and the refreshments and accommodations for training events.
Data and website management
- Collect participant registration forms, track attendance and enter data into a centralized system.
- Update the training calendar on the program's website and manage social‑media posts.
- Provide attendance and feedback reports to the manager for program evaluation.
Promotional support
- Assist the Curriculum Developer & Trainer with preparing handouts, brochures and Monthly Nisqually Tribe newsletter articles.
- Respond to inquiries from potential training vendors and clients and explain program goals and scope.
- Maintain and update the Training and Professional Development Web Page.
Cross‑training
- Participate in cross‑training to learn basic orientation facilitation and digital‑literacy assistance.
- Provide backup for scheduling and registration tasks during peak periods or staff absences.
- Other duties as assigned consistent with the scope of the position.
Minimum Qualifications
- Associate's degree in a related field OR two years of office administration experience.
- Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint).
- Successfully pass a pre-employment drug screen and criminal background check.
Preferred Qualifications
- Knowledge of the Nisqually Indian Tribe's history, customs, traditions, and ability to demonstrate cultural sensitivity.
- Experience working with Federally Recognized Tribes.
SUPERVISION
This position does not supervise staff but reports to the Training & Professional Development Manager and collaborates with the Curriculum Developer & Trainer. This position reports to the Program Manager
COMPETENCIES
Possesses the knowledge, skills, and abilities to successfully perform the primary responsibilities of the position.
Knowledge
- Office administration: understanding of office procedures, record keeping, scheduling systems and customer‑service protocols.
- Event and logistics management: knowledge of coordinating training sessions, arranging facilities, travel, refreshments and accommodations.
- Data and records management: familiarity with data entry, attendance tracking and maintaining confidential records.
- Marketing basics: awareness of basic marketing principles to assist with promotional materials and website updates.
- Cultural context: understanding of tribal community norms and sensitivity to client confidentiality.
Skills
- Organization and multitasking: excellent ability to juggle multiple schedules, manage supplies and coordinate travel.
- Computer proficiency: strong skills in Microsoft Office, data‑tracking software, web content management and social‑media posting.
- Communication and customer service: clear verbal and written communication skills; ability to respond professionally to clients and vendors.
- Attention to detail: meticulous in maintaining accurate records, meeting arrangements and document preparation.
- Team collaboration: ability to support both the manager and trainer, ensuring information flows smoothly among staff.
Abilities
- Prioritize tasks under pressure: remain calm and efficient when handling simultaneous requests or unexpected changes.
- Learn new systems: adaptability to new scheduling or record‑keeping software and willingness to cross‑train in basic orientation or digital‑literacy support.
- Maintain confidentiality: handle sensitive participant data and program information with discretion.
- Provide reliable support: act as a dependable point of contact who ensures the program runs smoothly day‑to‑day.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this position. While performing the duties of this position, the employee is frequently required to stand; walk; use hands; handle; feel; or grip objects, stretch and/or reach with hands and arms; stoop; crouch or work in cramped or awkward positions; repetitive motions. This person may regularly lift and/or move up to 30+ pounds. Specific vision abilities required by this position include close vision, distance vision, depth perception, and ability to adjust to focus.
- Background Check: I authorize Nisqually Indian Tribe or its designated third-party agency to conduct a background investigation, which may include verification of past employment, education, criminal history, and other relevant records.
- Drug Screening: I understand that I will be required to undergo a drug screening test as a condition of employment (or engagement). A positive result, refusal to test, or tampering with the test may result in disqualification or termination of employment.
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