Program & Operations Coordinator

Job Description: Program and Operations Coordinator

Reports to: Program Manager 

Location: Remote in the United States (East Coast preferred)

Employment Category: Full Time - 40 hours/week

Salary range: $42,000 - $52,000 USD

Deadline for Submission: July 12th

Start Date: August 4th

Organizational Background:

The LoveYourBrain Foundation is a US-based nonprofit that improves the mental, physical, and social well-being of people with brain injury and caregivers. We believe that mindfulness, yoga, and community are essential to transforming the wellbeing of people impacted by brain injury. That’s why we pioneered our LoveYourBrain Retreat, Yoga, and Mindset programs 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. Watch our recent segment on CNN Heroes to learn more about our work in action.

Position Summary:

The Program and Operations Coordinator is responsible for supporting administration of core LYB programs and organization-wide operations to support sustainability, quality, and growth. Their primary responsibilities will be coordinating the LoveYourBrain Trainings, Mindset, Retreats, Outreach, and other specialized programming to ensure effective and quality delivery towards meeting our goals. This person has demonstrated success in coordinating operations for complex programs, including invoicing, contract management, scheduling, and program communications. 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 brain injury 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

Administration

  • Supports complex program administrative tasks, including managing multiple program email accounts, participant and facilitator communications, and independent contractor contracts

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

  • Contributes to scheduling online mindfulness, yoga, and social connection programs (35 programs per quarter) and trainings (6 per year)

  • Coordinates Zoom technology for program and organizational operations, including serving as Zoom co-facilitator for key LYB programs and events

  • Leads a subset of applicant interviews for LYB Retreats

  • Attends and supports the program delivery of LYB Retreats (2/yr) 

  • Manages organization email account 

Systems

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

  • Supports Salesforce database management and standard operating procedures for data hygiene excellence 

Monitoring and Evaluation

  • Tracks Key Performance Indicators for external and internal purposes 

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

Outreach

  • Contributes to outreach to increase visibility of all LYB programs by coordinating and scheduling outreach activities with key individuals and organizations (e.g., BIAs, brain injury support groups, clinicians, and other organizations working in brain health), 

  • Supports updating and submitting abstract submissions for conferences

  • Contributes to delivering presentations, workshops, and educational in-services for stakeholder engagement 

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 

  • Operations experience, including invoicing, contract management, scheduling, participant communications, budget coordination

  • Proficient in working with Salesforce, 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 a 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.

Benefits

We provide the following benefits for full-time employee positions:

  • Health insurance coverage for 100% of BCBS VT Bronze level or a pre-tax stipend

  • Delta Dental insurance (basic plan)

  • 19 days PTO (longer based on duration at LYB) + 7 days sick/personal + 9 Federal Holidays

  • Summer hours – half days on Fridays in July and August (equivalent of 4 days PTO)

  • 12 weeks fully paid leave for person giving birth/primary caregiver and 4 weeks fully paid for secondary caregiver

Application Process

Please submit to hiring@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.