Program Coordinator, Ambassador & Engagement

The D'Aniello Institute for Veterans and Military Families (IVMF) Alumni Services & Engagement (ASE) team is seeking a proactive and detail-oriented Program Coordinator to support the Ambassador Program and broader ASE event operations. This role will contribute equally to two key workstreams: coordinating the Ambassador Program lifecycle and supporting event coordination and execution across alumni, engagement, and ambassador initiatives.

This role requires a resourceful team player who excels at coordinating program activities, maintaining clear and consistent communications, and fostering strong relationships with ambassadors, community partners, and stakeholders. The Program Coordinator will contribute to program delivery by supporting event planning and execution, ambassador communications, and handling logistics and documentation. This role will also assist with marketing and recruitment efforts to help grow program and events reach and impact.

Additional responsibilities include supporting the broader ASE team with event logistics, email communications, inventory, and data reporting. The Program Coordinator will report directly to the Director and will be instrumental in ensuring a seamless, high-quality experience for program participants and stakeholders engaged with the IVMF.

Education and Experience

• Bachelor's degree preferred
• Two to four years of professional experience
• Experience in event coordination and inventory management
• Experience in event systems preferred such as Eventbrite, Fonteva, etc.
• Experience with small businesses and veteran owned businesses is preferred
• Prior experience working with active duty, veteran, and military families preferred
• Knowledge of Salesforce or equivalent CRM platform is preferred

Skills and Knowledge

• Excellent communicator, both oral and written; demonstrated ability to communicate effectively with various stakeholder groups
• Ability to adjust to changing priorities and work in a fast-paced environment
• Experience creating and maintaining resource and SOP documents, as well as identifying areas of improvement
• Experience and personal discipline to successfully manage multiple, concurrent projects; can meet deadlines with competing demands
• Exceptional organizational skills and attention to detail
• Positive, team-focused, and customer-service mindset
• Preference given to those with a military service connection, or who have worked with veteran, military, and/or family stakeholders, universities or think-tanks, and familiarity with related government programs and services for veterans, families, and related civilian human services programs.

Responsibilities

Ambassador Program Coordination

• Support the Ambassador Program lifecycle, including recruitment, application, training logistics, and ongoing administrative operations, ensuring ambassadors are well-equipped to represent the IVMF in their local communities and enhance their local ecosystem.
• Maintain ambassador onboarding materials and toolkits to ensure consistent program delivery and alignment with IVMF values.
• Serve as a point of contact for ambassadors, fostering engagement, accountability, and a sense of community.
• Independently manage the Community Inquiry form, triaging and referring requests to appropriate resources and ambassadors to ensure timely and effective support.
• Collaborate with the Program Manager to collect, analyze, and synthesize ambassador-reported metrics and narratives to assess community, regional, and national impact.
• Support the Ecosystem Leadership Projects organization, tracking of activities, resource allocation, and impact gathering ensuring projects are impactful, complete, and well supported.
• Coordinate monthly/quarterly virtual meetings with Ambassadors and Regional Lead.

Event & Engagement Coordination (Alumni, Engagement, & Ambassador)

• Support the planning and execution of Ambassador, Alumni and Engagement events, including virtual and in-person events that serve multiple stakeholder levels.
• Serve as the logistical lead for events to include RFP, catering, A/V, vendor management, registration page creation, RSVP management, and on-site check-in.
• Engage with various internal and external stakeholders to support the promotion, collaboration, and awareness of AS&E events.
• Manage AS&E inventory and shipping logistics to ensure timely delivery of materials to events and ambassadors.
• Track event participation and feedback to inform continuous improvements and future planning.

Data & Reporting

• Maintain and update data across platforms including but not limited to Monday.com, Salesforce, and Microsoft Teams, ensuring accuracy and accessibility.
• Support the management and reconciliation of budgetary data to include expense tracking, invoices, reports, etc.
• Consolidate program metrics, ambassador feedback, testimonials, and community impact data to support reporting, storytelling, funder reports, and strategic planning.
• Maintain and continuously enhance AS&E team metric dashboards to communicate program performance and impact to internal and external stakeholders.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.