Program Coordinator (Conferences, Grants and Membership)

Job Type

Full Time




2600 Virginia Avenue Northwest
District of Columbia
United States


Job Summary

This position assists the Director of Administration, Grants & Affinity Programs by coordinating logistics for the National Preservation Conference, and by providing coordination plus administrative support for the planning and implementation of the National Trust Preservation Fund (NTPF) program and certain aspects of the Forum membership program. Coordinate meeting logistics, application processing, and assist with the dissemination of information. Provide resources and support to members of the public by appropriately routing requests for information. Communicate with external partners on matters related to the National Preservation Conference and the National Trust Preservation Fund. Provide administrative support for key programs in the Preservation Resources department.


National Preservation Conference (PastForward)

  • Coordinate all aspects of Field Study sessions at the National Preservation Conference, including processing and reviewing applications for sessions, coordinating the selection process, working with external Field Study managers on logistics and details for the selected sessions, conducting in-person dry runs of sessions, setting budgets and ticket prices for each session, and coordinating the Field Study departures at the Conference.
  • Answer phone calls and respond to emails that come to a general conference Inbox. The number of inquiries varies per month, but heavy volume can be anticipated leading up to the date of the conference.
  • Coordinate meeting logistics, including working with caterers, hotels, transportation companies, audio-visual companies and venues to provide needed information.
  • Serve as a primary point of contact for external registration company regarding participant and exhibitor registration.
  • Coordinate with registration company post-conference to secure outstanding balances from attendees.

National Trust Preservation Funds

  • Answer phone calls and respond to emails that come to a general grants Inbox. The number of inquiries varies per month, but heavy volume can be anticipated leading up to grant application deadlines.
  • Assist applicants and grantees in accessing the National Trust’s online grant system.
  • Provide information to grant applicants about key criteria the grant program is seeking.
  • Process requests for NTPF and other grant payments in a timely manner and according to standard procedures.
  • Regularly update and maintain electronic files for awarded NTPF grants using an online grant management system.
  • Under the direction of the Associate Manager for Grants, update and, as assigned, help create program-related materials on and in the online grant management system. This includes application forms, reporting forms, guidelines, etc.
  • Review all submitted NTPF applications to ensure the application is eligible and complete. Follow-up with applicants if additional information is needed.
  • Assemble and organize the review materials and background for external grant review committees.
  • Provide an initial review and comments on select applications to grant review committee for the purpose of selecting grant recipients.

National Trust Preservation Leadership Forum

  • Format and send the weekly Forum Focus e-newsletter to members of Forum, the Trust's professional members network.
  • Send monthly membership solicitations to recently lapsed Forum members via mail.

Other duties as assigned.


  • At least 3 years of professional level experience, particularly in a matrixed and geographically dispersed non-profit. Experience managing and coordinating projects. Excellent organizational skills, work management skills and attention to detail essential.
  • Demonstrated interest in historic preservation preferred. Work experience/education in program administration, non-profit administration, or business administration is preferred, with experience in customer service setting a plus.
  • Ability to carry out tasks as assigned and communicate effectively with supervisor as questions arise.
  • Excellent writing, spelling, grammar, and proofreading skills. Strong customer service skills.
  • Basic analytical and problem solving skills, including issue identification and prioritization.
  • Basic project-management skills. Ability to achieve results with general supervision.
  • Excellent attention to detail.
  • Experience successfully interacting with key stakeholders.
  • Ability to collaborate and achieve results.
  • Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion.
  • Ability and willingness to learn new skills, and to adapt and be flexible in a dynamic work environment required, including working effectively with frequent interruptions and handling changing and/or unscheduled tasks with accuracy. Public contact and ability to work successfully in close proximity to others required.
  • Ability to continually develop skills related to use of rapidly changing technology and communications best practices.
  • Strong verbal and written communication skills.
  • Entrepreneurial spirit and skill set essential.
  • Ability to adapt and be flexible in a dynamic work environment.
  • Demonstrated success in working with culturally diverse colleagues.
  • Demonstrated proficiency with Microsoft Word, Excel, Powerpoint, Outlook and Adobe Acrobat required. Familiarity with other software, including databases, a plus.
  • Bachelor’s degree (or equivalent years of relevant experience) required.
  • Regular and reliable attendance is required.

Level of Language Proficiency

Bi-lingual English/Spanish is a plus

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

Please email cover letter and resume to