Program Coordinator

Position Summary

The Carolina Headache Foundation, dedicated to improving the treatment and diagnosis of headache disorders, has just secured a grant to expand our flagship educational initiative, PRIME (Preparing Residents through Instruction in Migraine Education), across North Carolina.

We are seeking an organized, driven, proactive Program Coordinator to work with a wide range of individuals—including physicians, healthcare professionals, nonprofit leaders, and organizational partners—to implement and ensure PRIME is organized, evaluated, and continuously improved. In addition, the Program Coordinator is responsible for communications and administrative functions that support the Foundation's mission.

Our Culture

The Carolina Headache Foundation values individuals who take ownership of their responsibilities, approach challenges with curiosity, communicate thoughtfully, and continually seek opportunities to improve programs and organizational systems.

Core Responsibilities

Program Coordination

• Coordinate planning and implementation of PRIME educational programs.
• Serve as the primary point of contact for physicians, faculty, residency partners, participants, consultants, and other program stakeholders.
• Manage participant registration, scheduling, communications, and program logistics.
• Prepare and maintain annual program calendars, timelines, and implementation schedules.
• Organize and maintain educational materials, training resources, and program documentation.
• Develop, maintain, and continuously improve the PRIME Operations Manual, documenting key workflows, timelines, contacts, procedures, and institutional knowledge.
• Support the development, implementation, and evaluation of virtual and hybrid program delivery.
• Manage post-program follow-up, participant evaluations, and program data collection.
• Maintain program records, databases, and stakeholder contact information.
• Prepare documentation supporting grant reporting requirements.
• Identify opportunities to improve program systems, workflows, and efficiencies, and recommend practical solutions.

Communications

• Communicate program outcomes, organizational impact, and Foundation news to stakeholders (draft newsletters, organizational updates, and program communications)
• Develop and maintain website content and coordinate CHF's social media communications.

Organizational Support

• Maintain organizational contact databases and donor acknowledgement processes.
• Support organizational projects and administrative processes as assigned.

First-Year Priorities

• Develop the PRIME Operations Manual.
• Organize and document key program workflows and resources.
• Support implementation of virtual and hybrid PRIME programming.
• Strengthen systems that improve organizational continuity and reduce dependence on institutional knowledge.

Qualifications

Required

• Strong organizational and project coordination skills with excellent attention to detail, follow-through, and the ability to manage multiple priorities independently.
• Excellent written and verbal communication skills.
• Tech-savvy and comfort learning and utilizing technology platforms including Google Workspace, Microsoft Office, Zoom, CRM, and website content management platforms.
• Professionalism and confidence communicating with healthcare professionals, educators, volunteers, and organizational partners.
• Commitment to continuous learning and process improvement.

Preferred

• Experience in healthcare, nonprofit, education, or related settings.
• Experience coordinating programs, events, educational initiatives, or projects.
• Experience with communications, website content management, databases, or organizational systems.

Position Details

• This is a part-time independent contractor (1099) position. The selected contractor will be responsible for providing their own workspace, computer, internet access, and other equipment necessary to perform the responsibilities of the position.
• Average workload is approximately 25 hours per week. Workload may increase to approximately 30 hours per week based on PRIME training schedules, grant deliverables, and organizational priorities.
• The first 90 days will serve as an onboarding and assessment period. Workload will be evaluated during this time, and hours will be reviewed at the conclusion of the onboarding period to establish an ongoing average monthly workload.
• Compensation: $25–$35 per hour, depending on experience and qualifications.
• Location and travel: Central North Carolina-based virtual/hybrid position. Most work may be performed remotely, but the contractor must be available for periodic in-person meetings and travel throughout the state, including approximately six trainings each year. Approved business travel expenses will be reimbursed in accordance with CHF policy.
• Work schedule: This position offers a flexible work schedule, allowing the contractor to manage much of their work independently while meeting organizational deadlines and commitments. Occasional evening and weekend work is required to support Board and committee meetings, educational programs, conferences, and other Foundation activities.

How to Apply

Applications will be reviewed as they are received. Early application is encouraged.

1. Review the Full Job Description: Read the complete breakdown of core duties and responsibilities above.
2. Submit Your Application: Email your resume and three professional references to idealist directly or to careers@carolinaheadache.org.
3. Required Screening Question: To be considered, you must include a short cover letter or email note answering this exact prompt: “In 100 words or less, why does this particular position and the mission of the Carolina Headache Foundation interest you?” (Generic applications without this answer will not be considered.)

Central North Carolina-based virtual/hybrid position. Most work may be performed remotely, but the contractor must be available for periodic in-person meetings and travel throughout the state, including approximately six trainings each year. Approved business travel expenses will be reimbursed in accordance with CHF policy.

English — Professional proficiency (Required)