Heartland Whole Health Institute is a non-profit that addresses physical, mental, emotional, and social well-being by working with health systems, employers, and communities to redesign health care delivery.

Job Description:

Job Title: Senior Program Coordinator, President’s Office

Reports to: Chief of Staff

FLSA Classification: Exempt
Location: Bentonville, Arkansas (Onsite)

Who We Are

Heartland Whole Health Institute (HWHI) is dedicated to transforming health care – beginning in our home of Northwest Arkansas and scaling to disrupt the national health crisis. We advocate, educate, and guide the implementation of an innovative system, rooted in whole health and the realignment of financial incentives. Our team members are collaborative, analytical, mission-driven, and working together to change the status quo.

The Institute’s 85,000-square-foot facility is located on the campus of Crystal Bridges Museum of American Art near Alice L. Walton School of Medicine.

About the Position

The Senior Program Coordinator, President’s Office is a key position that provides general executive and administrative support to the office of the President, and assists in the coordination of special projects for which the President and Chief of Staff are responsible. This role manages all forms of communication, scheduling, travel, budgets, and protocols related to the office of the President, while also leading organization-wide Operations functions in coordination with AWE partners. This role involves complex duties requiring significant discretion in handling highly confidential information and sensitive matters, as well as the ability to proactively balance multiple tasks.

Essential Duties and Responsibilities

Executive Support:

• Provide high-level administrative support by managing informational, administrative, and organizational matters, including research, compiling, and organizing of information.
• Coordinatre scheduling logistics for the office of the President.
• Organize internal and external meetings, including notifying attendees, reserving conference rooms, managing logistics, drafting, and distributing agrendas, and taking minutes as needed.
• Coordinate travel logistics including flights, transportation, lodging and any other travel support as needed.
• Assess and prioritize the urgency and importance of situations and take appropriate action.
• Document commitments made by the President or designated staff during meetings and ensure their implementation.
• Ensure requests for action and information are furnished in a timely manner.
• Manage internal and external correspondence.
• Manage and supervise the Institute’s intern and scholar programs
• Assist with preparation and administration of assigned project budgets and reporting activities.
• Create, track, and regularly review departmental budget for President’s office, including preparation of business expense reports.
• Coordinate special projects as instructed.
• Assist President in the production of regular and special reports for the Board and senior staff.

Business Support and Operations:

• Act as a central hub for daily business functions across the organization, connecting team members to resources and supporting program team functions such as contract development and review, supplies and technical application requests, purchase orders, and other tools.

• Coordinate and lead monthly team meetings, regular team building activities, and annual team retreat to keep team updated on key business and operational items.
• Coordinate and lead bi-weekly coordinator meetings to ensure alignment across administrative functions and verify compliance with SOPs.
• Liase with AWE to ensure seamless communications and utilization of AWE services:
  • With AWE Tech to ensure tech needs are consistently met, including hardware and software needs, Sharepoint, Asana, and Salesforce.
  • With AWE Finance to lead budget management processes, including monthly close processes, variance reporting, quarterly projections, and annual budgeting.
  • With AWE HR for personnel matters, including hiring and onboarding.
  • With AWE Facilities for guest services and building management needs.
  • With AWE Procurement to manage key vendor and partner relationships including sourcing, contract negotiation and execution; liaise with internal and external partners as required.
• Assess, draft, and implement standard operating procedures (SOPs), guidelines, and best practices across the organization, in collaboration with AWE partners, to ensure that services are provided in an efficient and high-quality manner specific to the needs of HWHI.
• Provide search and onboarding support for Office or entities’ key hires: coordinate process with HR and search firm; craft job descriptions and interview processes and protocols; design and execute customized onboarding plan.
• Monitor and maintain electronic filing systems for the organization, including SharePoint.
• Continuously evaluate and refine internal workflows to ensure high-quality, efficient service delivery.
• Monitor Salesforce, Asana, and SharePoint tools to ensure proper utilization.

Guest Services and Special Events

• Coordinate VIP meetings, including coordinating catering needs, tech support, and guest needs.
• Support planning and execution of special events.
• Keep Board room kitchen stocked and ready.
• Other duties as assigned.

Required Skills and Experience

• Bachelor’s degree in business administration, management, or a related field.
• 5+ years of experience as a senior administrative assistant, office manager, or comparable role providing administrative support and project coordination. Experience working in non-profit, startups, and/or health care organizations preferred.
• Strong analytical, financial, and decision-making skills.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Experience with Asana, Salesforce, Workday, or other project management technology platforms.
• Demonstrated competence in tracking, coordinating, and follow-up of competing priorities and projects.
• Natural problem solver, detail-oriented, and highly collaborative.
• Adaptable and flexible when working with individuals across various roles and responsibilities.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Excellent communication skills (written, verbal, and presentation).
• High level of professional integrity and the ability to handle sensitive and confidential information with discretion.
• Ability to work independently and collaboratively as part of a team.
• Skilled in multitasking and critical thinking in a fast-paced environment where change is constant.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands: In the work environment described, position requires sitting at a desk and utilizing a computer and a telephone for prolonged periods of time and good eye/hand coordination, bending and stretching, and physical stamina to lift and transport a minimum of 10 pounds. Visual acuity to review written materials is required for this job.

Work environment: Work is performed full-time (Monday-Friday, 8 a.m.-5 p.m.) in a professional, climate-controlled office environment with standard office equipment, including computers, printers, and telephones. This role requires working in an open setting near colleagues. The noise level is typically low to moderate. The role also requires interaction with both the public and internal team members in a professional and courteous manner. Some local travel will be required, and a flexible schedule may be necessary to accommodate business needs, including occasional evening and weekend work hours.

Heartland Whole Health Institute is an equal opportunity employer committed to building and maintaining a workplace that is free of discrimination and harassment of any kind. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.

All offers of employment are contingent on your successful completion (where permitted by state law) of a confidentiality agreement and a background check. In addition, you will need to provide proper identification verifying your eligibility to work in the United States.