Note: The job is a remote job and is open to candidates in USA. Road Scholar is a not-for-profit organization creating educational travel adventures that enrich the lives of more than 100,000 people each year. The Program Operations Coordinator supports Domestic, International, and Afloat Programs teams by coordinating program logistics, managing vendors and timelines, resolving customer and operational issues, and ensuring smooth program execution.
Responsibilities
- Serve as a key resource, supporting multiple Operations Managers on up to 25 program itineraries, spanning diverse product lines and program types
- Manage and balance multiple timelines and deadlines simultaneously, ensuring accuracy, organization, and timely delivery of program needs
- Independently manage the coordination and confirmation of program logistics, including hotel accommodations, field trips, transfers, meals, special needs and additional program staff for 25+ assigned programs
- Support the negotiation and vendor management of contracts and agreements for services, adhering to each program and vendor budget
- Independently respond to complex customer service requests with clear and timely communication, addressing program questions and special requests. Focus on providing effective solutions while supporting and encouraging participant enrollments
- Daily analysis of enrollments and space allotments on programs, ensuring optimal use of capacity in keeping with contractual deadlines
- Independently assess and resolve program issues by reviewing, troubleshooting, triaging, and implementing necessary changes before and during program execution; exercise sound judgment to determine when to escalate complex situations
- Assist on pre-program briefings with on-site program staff
- Post program review and reconciliation of financial details and invoices for vendors, staff and other program expenses
- Work closely with the Program Administration and Program Services teams to ensure the materials and reports are created and distributed on time and with the highest level of accuracy
- Develop comprehensive knowledge of program content and destinations to serve as a go-to resource for assigned regions
- Will be required to attend and work on certain programs related to the position
- Ability to manage and maintain work in multiple systems
- Moderate travel and some evening and weekend work required
- Additional duties assigned
Skills
- Organized professional with 2-3 years relevant experience
- Pro-active, motivated individual who is results-oriented
- Experience in a fast-paced business environment with the ability to manage multiple or competing priorities and meet tight deadlines
- Strong relationship management skills with a focus on proactively identifying and resolving issues in collaboration with internal and external stakeholders
- Analytical skills and high attention to detail is essential
- Excellent verbal/written communications, interpersonal, and problem solving skills
- Ability to work collaboratively in a multi-functional team environment
- Strong system skills; comfortable in a complex environment
- Moderate travel and some evening and weekend work required
- Bachelor's Degree preferred or equivalent experience
Benefits
- Medical, Dental and Vision Insurance (with a substantial employee subsidy!)
- 403(b) Retirement Plan with a company match of 5% after 1 year of employment!
- Up to 20 days of PTO annually, accrued every payroll cycle
- Enjoy a paid week off, in addition to your PTO, at the end of December to enjoy the holiday season!
- A generous employee discounts on our programs
- As a Road Scholar employee, you can opt-in to receive an IATA membership
- LinkedIn Learning access to all employees amongst other professional development opportunities
- That’s right, we’re fully remote!
Company Overview