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Key Responsibilities and Required Skills for Virtual Program Coordinator

💰 $55,000 - $80,000

Program ManagementCoordinationRemote WorkOperationsEducation & Training

🎯 Role Definition

At its core, the Virtual Program Coordinator is the central nervous system for an organization's online programs, workshops, and events. This individual is the master of logistics, communication, and execution in a digital environment. They are the go-to person for participants, facilitators, and internal stakeholders, ensuring every virtual experience is delivered smoothly, professionally, and effectively. This role requires a unique blend of technical savvy, meticulous planning, and exceptional interpersonal skills to transform a program concept into a seamless and engaging virtual reality. Success in this position means participants feel supported, facilitators can focus on content delivery, and the program's goals are met with precision and excellence.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Executive Assistant
  • Event Coordinator (in-person events)
  • Customer Support Specialist
  • Junior Project Coordinator

Advancement To:

  • Virtual Program Manager
  • Operations Manager
  • Project Manager
  • Learning and Development Manager

Lateral Moves:

  • Community Manager
  • Corporate Trainer
  • Project Coordinator
  • Customer Success Manager

Core Responsibilities

Primary Functions

  • Spearhead the end-to-end logistical planning and execution of all virtual programs, from initial scheduling and platform setup to post-event reporting.
  • Serve as the primary, high-touch point of contact for program participants, managing all communications, answering inquiries promptly, and ensuring a seamless and positive experience from registration to completion.
  • Coordinate schedules and availability for a diverse group of internal and external facilitators, speakers, and subject matter experts across multiple time zones.
  • Manage and maintain the virtual learning environment, including setting up events on platforms like Zoom, Microsoft Teams, or Webex, and managing features like breakout rooms, polls, and Q&A.
  • Develop and distribute comprehensive program materials, including pre-reading, workbooks, session guides, and follow-up resources, ensuring they are accessible and well-organized.
  • Oversee the entire participant lifecycle, from managing the registration and enrollment process to tracking attendance, engagement, and course completion.
  • Act as the lead technical producer during live virtual sessions, providing real-time support to both facilitators and participants to troubleshoot any technical issues that arise.
  • Design, administer, and analyze post-program feedback surveys to gather insights and prepare detailed reports on participant satisfaction and program effectiveness.
  • Maintain meticulous and organized records of all program activities, including participant data, session recordings, and key performance indicators (KPIs).
  • Collaborate closely with the program management and content development teams to ensure logistical plans align perfectly with learning objectives and content flow.
  • Manage program budgets, including tracking expenses for platforms, facilitators, and materials, and flagging any potential overages.
  • Support the marketing and communications teams by providing accurate program details for promotional materials and outreach campaigns.
  • Administer and manage content within the Learning Management System (LMS), including uploading courses, managing user cohorts, and pulling completion reports.
  • Prepare and present regular status reports on program progress, key metrics, and participant feedback to key stakeholders and leadership.
  • Proactively identify potential risks or roadblocks in program delivery and develop contingency plans to mitigate them effectively.
  • Facilitate orientation sessions for new program participants to familiarize them with the technology, platform, and program expectations.
  • Build and maintain a comprehensive knowledge base or FAQ documentation to empower participants and reduce recurring support inquiries.
  • Coordinate the translation and localization of program materials for global audiences where applicable, working with vendors and internal teams.
  • Manage the creation and distribution of certificates of completion or other credentials upon successful program conclusion.
  • Champion best practices in virtual engagement, constantly researching and recommending new tools, techniques, and formats to enhance the participant experience.

Secondary Functions

  • Contribute to the continuous improvement of program delivery processes by documenting workflows and suggesting optimizations.
  • Assist in the creation of marketing materials and promotional content for upcoming programs, ensuring accuracy and consistency.
  • Support other departments with ad-hoc coordination needs for large-scale virtual meetings or internal town halls.
  • Participate in user acceptance testing (UAT) for new virtual collaboration tools or LMS updates.

Required Skills & Competencies

Hard Skills (Technical)

  • Virtual Event Platforms: Advanced proficiency in virtual conferencing platforms like Zoom, Microsoft Teams, and Webex, including managing breakout rooms, polling, Q&A, and other interactive features.
  • Learning Management Systems (LMS): Hands-on experience administering an LMS (e.g., Cornerstone, LearnUpon, Docebo) for course setup, user management, and reporting.
  • Project Management Software: Proficiency with tools like Asana, Trello, Monday.com, or Jira to track tasks, timelines, and program milestones.
  • Office Productivity Suites: Expert-level knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace (Docs, Sheets, Slides, Gmail).
  • CRM Systems: Familiarity with Customer Relationship Management (CRM) software like Salesforce for tracking participant data and communication.
  • Survey Tools: Experience creating and analyzing surveys using tools such as SurveyMonkey, Google Forms, or Typeform.
  • Data & Reporting: Ability to gather, analyze, and present program data clearly and concisely using tools like Excel or Google Sheets.
  • Basic Video Editing: Familiarity with basic video editing software to trim recordings or create simple highlight reels is a plus.
  • Collaboration Tools: Competency in using team collaboration platforms like Slack or Microsoft Teams for internal communication.
  • Digital File Management: Strong understanding of cloud-based storage and file-sharing solutions like SharePoint, Google Drive, or Dropbox.

Soft Skills

  • Impeccable Organization: A natural ability to manage multiple moving parts, concurrent projects, and shifting priorities without letting details slip through the cracks.
  • Proactive Communication: Exceptional written and verbal communication skills, with the ability to convey information clearly, concisely, and with the right tone for different audiences.
  • Problem-Solving Under Pressure: The capacity to think on your feet, troubleshoot issues calmly and effectively, especially during live virtual sessions.
  • Extreme Attention to Detail: A meticulous approach to all tasks, from proofreading communications to verifying schedules and configuring platform settings.
  • Customer Service Orientation: A genuine desire to help others and create a positive, supportive experience for all program participants.
  • Adaptability & Flexibility: The ability to thrive in a dynamic, fast-paced environment and pivot quickly when program needs change.
  • Time Management: Masterful ability to prioritize tasks, manage one's own workload, and meet deadlines consistently in a remote setting.
  • Stakeholder Management: Skill in building rapport and collaborating effectively with internal teams, senior leaders, and external partners.
  • Technical Aptitude: A quick learner who is comfortable and curious about adopting and mastering new technologies.
  • Initiative: A self-starter mentality with the ability to anticipate needs and take action without constant supervision.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree or equivalent professional experience in a related field.

Preferred Education:

  • Bachelor's degree in a relevant field of study.

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Education
  • Hospitality Management
  • Project Management
  • Marketing

Experience Requirements

Typical Experience Range:

  • 2-5 years of experience in a coordination role, such as event coordination, project coordination, or administrative support, with at least 1-2 years focused specifically on virtual events or programs.

Preferred:

  • Direct experience managing multi-session, cohort-based virtual learning programs.
  • Experience working in a fast-paced tech, corporate training, or higher education environment.
  • Proven track record of serving as a technical producer for high-stakes virtual events.
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