Program Coordinator

Position: Program Coordinator

Reports to: Senior Program Director

Location: Remote in the United States

Employment Category: Full Time

Deadline for submission: June 15th, 2023

Start date: June 19th, 2023

The LoveYourBrain Foundation is a US-based nonprofit that improves the quality of life of people affected by traumatic brain injury (TBI) through programs that build community and foster resilience. We believe that yoga, mindfulness, and community are essential to transforming the wellbeing of people impacted by TBI. That’s why we pioneered our Yoga, Retreat, and Mindset programs - offered globally - to empower our community with new tools, resources, and connections. We also conduct extensive outreach with clinical, advocacy, and community-based stakeholders to raise awareness about the benefits of holistic health services for TBI. We are engaged in ongoing research to evaluate the impact of our programs and contribute evidence-based practices for making mindfulness, movement, and community more accessible after TBI.

Position Summary: The Program Coordinator is responsible for overseeing the program administration and operations of core LYB programs to support sustainability, quality, and growth. Their primary responsibilities will be coordinating the LoveYourBrain Trainings, as well as supporting LYB Retreats, Mindset, Meditation Library & Courses, and other specialized programming to ensure effective and quality delivery towards meeting our goals. This role requires a solutions-oriented, highly organized, and dynamic program administrator who is dedicated to making accessible, evidence-based, holistic health programming available for the TBI community.

LoveYourBrain believes that TBI, caregiving, and the intersections where our organization works - namely within healthcare, yoga, and wellness spaces - disproportionality impact the most marginalized in our society, including BIPOC, LGBTQIA+, women, non-binary people, people living with disabilities, people with intersecting identities, and others with lived experience being part of marginalized communities. We believe these communities must be centered in the work we do. Therefore we strongly encourage applications from people with these identities or who are members of other marginalized communities. If you share LoveYourBrain’s values of being real, compassionate, inclusive, fun, and curious, we’d love to speak with you. The LYB community believes in respect for all people and the planet. We embrace and strive for a community that values differences and stands for equity. Regardless of how you identify, or how the world sees you, please feel welcome to apply and join our community.

Essential duties and Responsibilities Include

Trainings

  • Leads administrative tasks, including timely and consistent communications with trainees and teacher trainers, managing Training program email account, website updates, and Standard Operating Procedures 

  • Leads annual scheduling processes for Trainings programs (5-7 per year)

  • Leads program execution in Salesforce, including creating programs, processing enrollments, updating contact and account records, and reviewing reports 

  • Manages payment and scholarship processes among trainees

  • Coordinates relationships and contracts with Teacher Trainers 

  • Sets up Zoom technology for online trainings, facilitates ‘Zoom office hours’ to welcome and onboard trainees, and co-facilitates portions of online trainings

  • Tracks Key Performance Indicators for external and internal purposes 

  • Analyzes program quality through program assessment, quantitative analysis, qualitative feedback

  • Collaborate with marketing team on training-related communications, social media content, and website

Retreat program

  • Supports administrative tasks, which may include program email account management, applicant interviews, enrollment processing, volunteer vetting and onboarding, and other tasks as needed

  • Attend and support the program delivery of LYB Retreats  (1-2/yr) 

Mindset program

  • Contributes to quarterly scheduling and program execution processes for Mindset programs (~30 to 50 programs per quarter)

  • Supports administrative tasks, including program email account, enrollment processing,  and other tasks as needed

General Administration

  • Leads invoicing and tax processes for program personnel and org-wide independent contractors 

  • Coordinates Zoom technology for program and organizational operations (i.e., setting up Zoom meetings for program events, retreat alumni gatherings, program leader mentorship gatherings)

  • Maintains Program Leader contracts, website bios, and Salesforce records

  • Manages org-wise info@loveyourbrain.com email account

Outreach

  • Contributes to outreach to increase visibility of all LYB programs by updating and submitting abstract submissions for conferences, and cultivating relationships with key individuals and organizations such as., BIAs, brain injury support groups, clinicians, and other organizations working in brain health 

In addition:

  • Opportunity to serve on Equity Team to advance our vision of being a more equitable, anti-racist organization

  • Willingness and flexibility to contribute to projects outside of your primary scope of work.

While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

Minimum Requirements

At least 1-5 years experience in coordinating nonprofit programming, preferably involving yoga or mindfulness 

  • Program operations experience, including invoicing, contract management, scheduling, participant communications, budget coordination, personnel

  • Proficient in working with Salesforce, Microsoft Office Suite, Google platform, and Zoom 

  • Excellent verbal and written communication skills, including the ability to effectively engage a range of different audiences and progressively expand program impact (i.e., people with TBI, health care professionals, media, general public) 

  • Strong interpersonal skills, as well as a passion for solving problems and actioning solutions in an iterative capacity, with a community centered approach

  • Highly-developed organizational skills with a keen attention to detail, and a demonstrated ability to effectively prioritize tasks and meet deadlines 

  • Great multitasker and capable of simultaneously coordinating multiple projects with different deadlines

  • Ability to work effectively as part of a multidisciplinary, remote team, and to both take direction and work autonomously where appropriate. 

  • A commitment to being compassionate, open-minded, and self-aware 

  • Strong personal yoga and/or mindfulness practice 

Qualifications and skills strongly preferred

  • Experience with people affected by traumatic brain injury or other neurological conditions 

  • A depth of understanding in administrative operations for wellness programs

Physical Requirements

  • Travel in the US and Canada by air and/or car (must have license, passport)

  • Drive a car 

Work Environment

  • Ability to effectively work remotely 

  • Ability to work on a computer for up to 8 hours per day

  • Ability to talk over the phone or video conferencing (multiple times a day)

  • Ability to work over weekends (occasionally)

LoveYourBrain is committed to providing reasonable accommodations for qualified individuals. If you need a reasonable accommodation for any part of the employment  process, please email us at adam@loveyourbrain.com and let us know. LoveYourBrain is an Equal Opportunity Employer and actively seeks candidates from diverse backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity or any other factor protected by applicable federal, state, or local laws.

APPLICATION PROCESS

Please submit to Kyla Pearce, Senior Director of Programs and Research, at kyla@loveyourbrain.com:

  1. A cover letter that directly addresses: 1) how you meet the selection criteria and 2) motivations for applying to this position

  2. Resume or CV

  3. Writing sample related to program administration, or equivalent

We encourage you to apply as soon as possible as interviews are scheduled on a rolling basis. Potential candidates will be offered a formal interview via videoconference with key LoveYourBrain staff and then a subsequent interview with the Executive Director.