Sr. Coordinator, Programs

*Please note this position is located in Bethesda, MD and work is required in office each week.

The Senior Coordinator, Programs, provides operational coordination and administrative support for event programming, with primary responsibility for presenter management, program systems, and execution of established program processes across multiple events.

This role supports the accurate and timely delivery of program deliverables through disciplined coordination, data management, and communication. The Senior Coordinator works within defined program structures and systems, supporting Leads who retain responsibility for program strategy, content development, and committee leadership.

This position is well suited for a highly-organized, proactive professional who enjoys managing complexity, keeping programs on track, and wants to build deep expertise in the operational execution of conference programming.

Responsibilities include, not limited to:

Presenter & Program Administration

• Serve as the primary point of contact for presenter processes across the full event lifecycle for assigned events, from abstract submission through post-event follow-up.
• Maintain accurate presenter records in Cadmium, tracking deadlines, deliverables, changes, and required documentation.
• Monitor task completion and follow up with presenters to ensure timely and complete submissions.
• Draft and distribute presenter communications, confirmations, and reminders.
• Maintain presenter templates, FAQs, and SOPs to ensure consistency across events.
• Coordinate presenter logistics in collaboration with internal teams.
• Prepare presenter status reports and provide updates to leadership.

Event Systems & Program Data Management

• Set up and maintain program records in Cadmium, including sessions, presenters, evaluations, and reporting structures.
• Support the event mobile app, including setup, testing, troubleshooting, and content updates.
• Develop and generate program reports to support internal review and post-event analysis.
• Ensure accuracy and consistency of program information across internal systems, the website, and promotional materials.
• Identify opportunities to improve processes, data accuracy, and administrative efficiency.

Timeline & Event Execution Support

• Track program milestones and support adherence to established timelines across multiple events.
• Maintain internal checklists to ensure program deliverables and deadlines are met.
• Manage the collection, organization, and verification of presentation materials to ensure onsite readiness.
• Provide onsite presenter and session support in coordination with the broader event team.
• Support ongoing improvement of program documentation and processes to enhance consistency and efficiency.

Education and Experience:

• Bachelor’s Degree in a related field and three (3) years of administrative or event support experience; or equivalent combination of education and experience.
• Experience with conference programs or database systems is preferred. Experience with Cadmium is highly desirable.

Required skills:

• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• High attention to detail when tracking presenter submissions, session data, evaluations, and reports.
• Ability to maintain accurate records in database or event management systems; experience with Cadmium or similar platforms preferred.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams).
• Strong written communication skills, including drafting and editing clear, professional correspondence.
• Clear verbal communication skills and the ability to provide timely updates and ask clarifying questions as needed.
• Ability to prioritize work, monitor milestones, and ensure deliverables are completed accurately and on schedule.
• Sound judgment and discretion when handling confidential presenter and event information.
• Problem-solving skills with the ability to resolve administrative or system-related issues with appropriate guidance.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Adaptability in responding to evolving timelines and event needs.
• Dependability, accountability, and commitment to improvement.
• Willingness to support events onsite, including occasional extended hours during peak periods.
• Adherence to organizational safety and security procedures during onsite event support.

Physical Demands:

• Ability to independently ascend and descend stairs.
• Ability to independently reach, twist and bend.
• Ability to independently remain stationery for extended periods of time.
• Ability to independently lift up to 30 pounds when required.