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: Program Coordinator, Policy and Workforce

Reports to: Program Manager, Policy and Workforce

FLSA Classification: Non-Exempt
Location: Bentonville, Arkansas (On-site)

Date Reviewed: 08/22/2025

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 Program Coordinator, Policy and Workforce is a key position that provides coordination and administrative support to the Vice President of Policy and Strategic Planning and the full Policy and Workforce team. This role manages all forms of communication, scheduling, travel, budgets, and protocols related to the full Policy and Workforce team while also liaising team business functions in coordination with Art + Wellness Enterprises (AWE) partners. This role requires a strong combination of organizational skills, high attention to detail, and the ability to prioritize and manage multiple tasks in a dynamic, fast-paced environment. This role works closely with all roles, including other coordinators, analysts, project managers, etc. on other administrative initiatives that collectively support the organization. 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:

• Coordinate Policy and Workforce team scheduling and logistics needs, primarily supporting the schedules of the VP and AVP.
• Organize internal and external meetings, events, and guest visits and ensure proper setup, including ordering food and beverages (as required), notifying attendees, managing logistics, drafting and distributing agendas, and providing a seamless and professional experience.
• Coordinate travel logistics for Policy and Workforce team events, including flights, transportation, lodging, and any other travel support as needed.
• As needed, accurately record and distribute detailed meeting notes, action items, and key decisions from meetings, ensuring clear communication and follow-up on tasks and deadlines.
• Track, monitor, and follow up on projects and action items for the Policy and Workforce team, collaborating closely with the VP and other department leaders to provide regular updates on outstanding tasks.
• Create, track, and regularly review departmental budget for Policy and Workforce team, including the preparation of business expense reports.

Business Support and Operations:

• Assist with policy and workforce development programs, services, and initiatives that promote equitable access to whole person care.
• Assist with the planning and execution of educational events (on-site and off-site) as directed (such as speaking engagements and conferences) including any associated Continuing Medical Education (CME) and Continuing Education Units (CEU) applications.
• Represent the organization at events and convenings.
• Track, monitor and execute on special projects assigned by Policy and Workforce leadership including supporting team-wide gatherings, external stakeholder convenings and other activities.
• Maintain accurate and up-to-date Salesforce records by entering and updating information from Policy and Workforce leadership calendars and other verified sources in a timely manner.
• Assist with coordination, logistics, planning, and preparation for Board Meetings, as directed by the manager responsible for meeting logistics.

• Liaise with AWE to ensure seamless communications and utilization of AWE services for the Policy and Workforce team, for special projects and operational alignment:
  • With AWE Tech to ensure tech needs are consistently met for Policy and Workforce team, including hardware and software needs, SharePoint, Asana, and Salesforce, Workday, Adaptive, etc.
  • 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 for Policy and Workforce team, including hiring and onboarding.
  • With AWE Procurement to manage key vendor and partner relationships for Policy and Workforce team including sourcing, contract negotiation and execution; liaise with internal and external partners as required.

Guest Services and Special Events

• Coordinate VIP meetings, including coordinating catering needs, tech support, and guest needs.
• Provide tours of HWHI building for Policy and Workforce guests and other VIP visitors.

• Support planning and execution of special events.
• Other duties as assigned.

Required Skills and Experience

• Bachelor’s degree in business administration, management, or a related field preferred.

• 1–3 years of experience providing administrative support and coordinating projects, with high-level support experience preferred. Event planning and resource allocation experience a plus.
• Experience working in policy, public affairs, or workforce development preferred, background in nonprofit, government, or related administrative environments a plus.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Experience with Asana, Salesforce, Workday, Adaptive, or similar technology platforms preferred, along with the ability to learn new software applications.
• 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.