Program Manager

Role Summary

We are seeking an experienced Project Manager to serve as the operational backbone of a multi-year virtual training. Working with a small team of facilitators and producers, the PM will own end-to-end coordination from scheduling and logistics to client communication and compliance tracking.

This is a high-trust, high-visibility role suited to someone who is proactive, detail-oriented, and comfortable operating as a key point of accountability in a lean professional services environment.

Key Responsibilities

Schedule Management

• Develop and maintain a master schedule for 35–40 annual virtual training sessions across multiple participant tracks
• Coordinate facilitator and producer availability, ensuring coverage and contingency plans for each session
• Track contract milestones, renewal timelines, and deliverable deadlines
• Monitor session volume actuals against projections and flag variances early

Client Relationship & Communication

• Serve as a primary operational contact for the client on scheduling, logistics, and day-to-day coordination
• Prepare agendas for client planning meetings and document decisions and action items
• Coordinate timely submission of post-session summary reports covering attendance, engagement, feedback, and improvement recommendations
• Escalate issues promptly and always arrive with a proposed solution

Internal Team Coordination

• Manage onboarding logistics for facilitators and producers, including platform access and session briefings
• Maintain shared trackers for session assignments, completion status, and reporting
• Support compliance tracking — insurance renewals, regulatory rate updates, data security documentation — throughout the engagement

Quality & Continuous Improvement

• Aggregate post-session feedback and surface trends for quarterly planning discussions
• Maintain organized records of all session materials, reports, and client correspondence
• Identify process gaps and propose operational improvements to strengthen delivery quality over time

Qualifications

Required

• 3+ years of project management experience in professional services, consulting, training, or a related field
• Demonstrated success managing virtual service engagements with external clients
• Proficiency with project tracking tools (e.g., Asana, Monday.com, Smartsheet, or equivalent)
• Strong written and verbal communication skills — comfortable liaising directly with institutional stakeholders
• Ability to manage multiple concurrent workstreams independently
• Proficiency with Zoom and virtual collaboration platforms

Strongly Preferred

• PMP, CAPM, or equivalent project management certification
• Experience supporting engagements in higher education, government, or nonprofit sectors
• Familiarity with training program operations or professional development delivery
• Experience tracking contract compliance requirements (insurance, regulatory rates, data security)
• University training coordination experience.

A Plus

• Background in adult learning, instructional design, or workforce development
• Experience supporting competitive procurement or government contract environments

Who Thrives Here

• Detail-oriented without losing sight of the big picture
• A self-starter who surfaces problems before they become crises
• Collaborative and client-focused, with a calm, professional presence
• Comfortable building structure in ambiguous environments
• Committed to excellence, equity, and continuous improvement