Program Coordinator - SSMCP

Job Title

Program Coordinator for South Sound Military & Communities Partnership (SSMCP)

Job Description

Under the direction of the Program Manager, the Program Coordinator serves as the primary administrative, operational, and project coordination support position for the South Sound Military & Communities Partnership (SSMCP). This position is responsible for coordinating executive meetings, supporting regional committees and working groups, planning and executing events, managing organizational communications, managing budgets and project tracking systems, coordinating partner outreach, preparing executive-level materials, and ensuring timely completion of organizational priorities. The Program Coordinator plays a critical role in the day-to-day operation of SSMCP and must be capable of independently managing multiple competing priorities while maintaining exceptional organization, attention to detail, and professional communication. Because SSMCP operates with a small staff, this position requires a high degree of initiative, accountability, and the ability to timely execute assignments with minimal supervision. Coordination is essential and work is expected to be complete in sufficient time for review and dissemination to recipients. This is an AFSCME represented position. This recruitment is open until filled. The hiring manager reserves the right to make a hiring decision at any time. Interested candidates are encouraged to apply as soon as possible for best consideration. *This recruitment may be used to fill additional vacancies within six (6) months of posting closure.

Essential Duties

Essential duties may include but are not limited to the following:

• Executive & Administrative Support
• Serve as support staff to the SSMCP's Executive Leadership Team and Steering Committee
• Coordinate all Executive Leadership Team, Steering Committee, Working Group, and Elected Officials Council meetings, schedules and logistics.
• Prepare agendas, presentations, meeting packets, attendance rosters, nameplates, and supporting materials.
• Maintain action item tracking systems and ensure timely follow-up on assignments.
• Draft executive correspondence, briefing materials, reports, meeting summaries, and presentation materials, maintaining files and organizational records.
• Manage organizational calendars and project timelines.
• Project & Program Coordination
• Manage multiple projects, tracking milestones, deliverables, deadlines, and partner commitments, anticipate deadlines, initiate work, and flag risks or scheduling conflicts.
• Maintain project tracking systems and provide regular status updates to leadership and partners.
• Plan and execute assignments, resolve conflicts, coordinate with partners, and apply established policies and procedures.
• Support implementation of strategies for data collection, analysis, reporting, communications, social media, and monitoring of SSMCP priorities.
• Finance and Grant Responsibilities
• Maintain organizational budget tracking spreadsheets and update them as invoices are processed.
• Process invoices, reconcile expenditures, and verify the accuracy of all financial information before submission.
• Prepare budget reports for executive leadership, assist the Program Manager with preparing and reconciling monthly, quarterly, and annual grant reports.
• Maintain financial and grant documentation in accordance with applicable requirements.
• Event Management
• Coordinate multiple regional meetings and events from initial planning through post-event follow-up.
• Manage venue reservations, catering, registration, audiovisual needs, sponsorship coordination, speaker logistics, attendee communications, signage, and event materials.
• Prepare Eventbrite registrations, marketing materials, Outlook calendar invitations, and post-event communications.
• Ensure post-event follow-up, thank-you correspondence, social media, and meeting summaries are completed within established timelines.
• Communications & Stakeholder Engagement
• Draft professional correspondence on behalf of the Program Manager, proofread all communications for grammar, formatting, completeness, and professionalism prior to distribution.
• Prepare newsletters, social media posts, press releases, and partner communications, maintain SSMCP website content, ensuring information remains current and accurate.
• Respond promptly to partner inquiries and coordinate timely follow-up with stakeholders.
• Make oral and written presentations to the Steering Committee, Working Groups, elected officials, and business and citizen groups as requested.
• Attend relevant military-related community meetings, and draft summaries that synthesize and report information discussed at such meetings.
• Project Management
• Manage multiple concurrent projects while tracking milestones, deadlines, deliverables, and partner responsibilities, anticipate upcoming deadlines and initiate work.
• Identify potential schedule conflicts or project risks and communicate them promptly.
• Maintain project tracking systems and provide regular status updates.
• Strategic Initiatives & Research
• Work with the Program Manager to implement strategies and procedures supporting SSMCP priorities and initiatives.
• Conduct research, data collection, analysis, reporting, and monitoring of emerging military-community issues.
• Assist with implementation of the Joint Base Lewis-McChord Joint Land Use Study and other strategic initiatives.
• Seek and identify funding opportunities to support SSMCP projects.
• Assist in preparing grant applications and supporting documentation.
• Attendance :
• Maintain regular, reliable, and punctual attendance.
• Safety:
• Actively champion a culture of and commitment to workplace safety through everyday actions and leadership.

Staff SSMCP Working Groups in coordination with the Program Manager. Perform additional duties as directed by the Program Manager.

Education, Experience, and Other Requirements

Bachelor's degree in public administration, urban planning, communications, or a closely related field AND two (2) years of progressively responsible experience providing administrative support, project coordination, event management, or program administration, preferably within a governmental, military, nonprofit, or public-sector organization. An equivalent of six (6) years experience will be considered. Prior military experience or experience working with the Department of Defense is preferred. Prior experience working at or with Joint Base Lewis-McChord is preferred. License & Certification Requirements

• A valid driver's license with a driving record that meets an acceptable standard for safety at the point of hire and throughout employment in this position.
• Must be at least eighteen (18) years of age.

Knowledge, Skills, and Abilities

KNOWLEDGE OF:

• Executive administrative support practices and office management principles.
• Project coordination and organizational methods for managing multiple priorities and deadlines.
• Meeting planning, event coordination, and board or committee support.
• Professional business writing, correspondence, and document formatting.
• Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Website content management systems, social media platforms, and digital communication tools.
• Budget tracking, invoice processing, and basic financial recordkeeping principles.
• Customer service principles and stakeholder engagement techniques.

ABILITY TO:

• Represent SSMCP professionally with executive leadership, military representatives, elected officials, partner organizations, and the public while fostering productive working relationships.
• Communicate effectively and professionally, both orally and in writing, including public speaking and presentations to diverse audiences.
• Produce polished, executive-level work productsincluding presentations, agendas, reports, newsletters, correspondence, meeting materials, and other professional documents
• Demonstrating exceptional attention to detail and thoroughly proofreading all work for accuracy, completeness, consistency, grammar, formatting, and professionalism prior to submission.
• Independently anticipate organizational needs; prioritize, initiate, coordinate, and manage multiple concurrent assignments and projects in a fast-paced environment while exercising sound judgment, adapting to changing priorities and interruptions, and consistently meeting established deadlines with minimal supervision.
• Demonstrate initiative, accountability, and follow-through by independently advancing assignments to completion, proactively communicating progress, emerging issues, and potential impacts to schedules or deliverables, and requiring minimal supervisory direction.
• Analyze complex issues, evaluate impacts, and develop clear, concise recommendations and practical solutions.
• Respond promptly and professionally to inquiries from internal and external stakeholders while providing exceptional customer service.
• Build collaborative relationships and work effectively with diverse individuals, organizations, and partners to accomplish shared goals.
• Exercise sound judgment, discretion, and professionalism when handling confidential or sensitive information and representing the organization.
• Adapt to changing organizational priorities and work extended hours, evenings, or weekends as necessary to support meetings, events