Description:
The contractor will serve as the operational hub for Leadership & Organizational Capability programs, supporting portfolio coordination, delivery readiness, schedule management, stakeholder engagement, reporting, and operational execution across the program portfolio, with primary responsibility for U.S.-based coordination and global support where required.
Duties:- A. Program Operations & Delivery Management Support
- Own and maintain the U.S. program delivery portfolio schedule as the operational source of truth, ensuring delivery readiness across facilitators, contractors, locations, resources, and key dependencies.
- Coordinate with program owners, internal and external facilitators, contractors, Facilities, and site contacts to identify and confirm viable delivery dates.
- Confirm facilitator, contractor, room, and resource availability before program dates are finalized, and proactively flag scheduling conflicts, capacity gaps, or unresolved dependencies.
- Manage schedule changes, cancellations, facilitator substitutions, room changes, and calendar updates, ensuring stakeholders and participants receive timely communication.
- Provide forward visibility of upcoming program deliveries and escalate risks or resource constraints requiring program-owner decisions.
- Partner with Facilities and site teams to arrange room setup, equipment, materials, catering, and other delivery requirements. Coordinate participant logistics, communications, materials, and day-of support to ensure a seamless learner experience.
- Ensure operational readiness before and during in-person and virtual program delivery.
- B. Participant and Learning Administration
- Manage participant enrollment, rosters, invitations, reminders, attendance records, and completion tracking.
- Serve as the U.S. point of contact for participants requiring support with Workday enrollment, transfers, or withdrawals.
- Maintain accurate participant information across relevant learning and program systems.
- Respond to routine participant questions and direct more complex matters to the appropriate program owner.
- C. Program Materials
- Coordinate the printing, inventory, shipping, and distribution of program materials within the U.S. and globally, as required.
- Maintain oversight of U.S. printed materials and coordinate replenishment based on upcoming program needs.
- Work with facilitators, vendors, and regional contacts to confirm that materials are available before delivery.
- D. Vendor Administration
- Coordinate administrative activities involving program vendors.
- Support purchase requests, purchase orders, invoice processing, and payment follow-up.
- Maintain relevant vendor documentation and operational records.
- Track outstanding administrative actions and escalate delays or issues to the appropriate internal owner.
- G. External Platform Administration
- Administer participant uploads to the LeaderFactor dashboard twice weekly.
- Administer participant uploads to the Franklin
- Covey dashboard weekly.
- Maintain relevant records and address routine platform administration questions.
- Escalate technical or program-related issues to the appropriate internal or vendor contact.
- Perform these responsibilities subject to the contractor receiving the required system and administrator access.
- H. Reporting and Data Support
- Produce and maintain routine reports related to enrollment, attendance, completion, and program reach.
- Retrieve and consolidate information from approved reporting sources, including Workday and Power BI, where access is provided.
- Maintain feedback data and other operational records required for program reporting.
- Partner with the appropriate team members as reporting processes become more automated or AI-enabled.
Key Deliverables:
A current, forward-looking delivery calendar showing program dates, delivery format, locations, assigned facilitators, contractor availability, room status, and unresolved scheduling risks.
Accurate and current program rosters, enrollment records, and attendance data.
Timely program invitations, reminders, and participant communications.
Confirmed rooms, facilities arrangements, materials, and logistics for U.S. program delivery.
Timely participant uploads to designated external platforms.
Maintained operational trackers, shared resources, and program documentation.
Routine program participation and completion reports.
Timely coordination of purchase requests, invoices, and vendor administration.
Consistent monitoring and routing of shared inbox inquiries or service requests.
Administrative support for coaching activities where ownership remains with the team.
Requirements:
Demonstrated experience in program operations, learning operations, project coordination, or a comparable operational support role, preferably within a global organization.
Strong organizational and planning skills, with the ability to manage multiple priorities, schedules, stakeholders, and deadlines simultaneously.
Proven ability to coordinate complex activities across facilitators, vendors, participants, and business stakeholders.
Experience maintaining operational records, schedules, trackers, reports, and program documentation with a high degree of accuracy and attention to detail.
Strong written and verbal communication skills, with the ability to work effectively across functions, regions, and levels of the organization.
Ability to identify operational risks, scheduling conflicts, resource constraints, and unresolved dependencies, and proactively escalate issues for resolution.
Proficiency with Microsoft 365 applications, including Outlook, Teams, Excel, PowerPoint, and SharePoint, Power BI.Ability to work independently, exercise sound judgment, and deliver high-quality support in a fast-paced environment.
Compensation$30 – 35/hr W—2Req IDJP 8621
