Program Coordinator

Collaboration.AiSaint Paul, MN, US

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Job Description

Who we are :

Collaboration.Ai is a mission-focused, AI-powered software and services company based in Minnesota, with employees, partners, and customers around the world. We unite people, technology, and purpose to accelerate breakthroughs that transform industries, empower communities, and create a more sustainable future. We collaborate with customer teams across a broad spectrum of public and private sector organizations, helping them navigate complex challenges and drive transformative change. To learn more about us, visit www.collaboration.ai

Our product lineup :

NetworkOS is an AI-powered platform that aligns people, purpose, ideas, and expertise in real-time, generating actionable insights to propel movements forward.

CrowdVector is an integrated solution marketplace and innovation management platform that rapidly uncovers new ideas and advances breakthroughs to fuel movements.

About the Role :

Are you a dependable, hyper-organized professional passionate about supporting government programs and fostering collaboration? We’re hiring a part-time (contract) Program Coordinator to assist our program management team, especially in support of the U.S. Air Force and Department of Defense initiatives.

Quick Facts :

Part-time contract (up to 20 hours / week). We are seeking candidates that can work a consistent schedule but also flex hours up and down as needed by customer needs.
Remote (preferred locations : Minnesota or Dayton, OH)
Prior U.S. government or DoD experience required
U.S. Citizenship required

What you'll do :

Program & Project Coordination :

Manage program tasks and deliverables, ensuring timely completion within scope.

Support team and customer meetings : scheduling, logistics, video setup, and note tracking.

Assist with credentialing (CACs & email) and government processes for internal team members.

Event & Communication Support :

Coordinate logistics for virtual and in-person events : calendar invites, registrations, accommodations, catering, and post-event follow-ups.

Prepare and distribute presentation materials; assist in quality control for customer-facing content.

Respond to inquiries from internal and external stakeholders promptly and professionally.

Tools, Systems & Reporting :

Maintain up-to-date program tracking using tools like Notion and Google Workspace.

Manage HubSpot CRM : forms, reports, data cleanup, and contact uploads.

Contribute to process improvements via templates, automations, and documentation updates.

Provide monthly reports and actionable insights to stakeholders.

Cross-functional Collaboration :

Work closely with program management, marketing, design, and facilitation teams.

Interface with external partners and government stakeholders to ensure smooth communication and aligned objectives.

What We’re Looking For : Required :

3–5+ years of experience in administrative, program coordination, or project support roles.

Prior experience working with government entities (DoD, Air Force, or other).

Experience with project management, CRMs, and document management programs :

Our current stack : Slack, Notion, HubSpot, Google Workspace, and Microsoft Teams.

Exceptional written and verbal communication skills.

Proven ability to thrive in dynamic, fast-paced environments.

U.S. Citizenship

Preferred :

Prior experience in a startup or agile environment.

Understanding of government contracting processes.

Experience supporting team members understand the requirements and processes for obtaining identification or email access, including eligibility, documentation, timelines, and location-specific procedures.

Willingness to travel occasionally for events or program needs.

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Program Coordinator • Saint Paul, MN, US