Certification Program Coordinator

This position is remote; however, preference will be given to candidates in Virginia, Maryland, Pennsylvania, North Carolina, South Carolina and Georgia.

Position Overview

The National Grants Management Association (NGMA) is actively recruiting for a Certification Program Coordinator to support the Certified Grants Management Specialist (CGMS) program and operational duties. This role reports directly to the Senior Director of Operations and Certification and plays a critical part in ensuring a high‑quality candidate experience, maintaining the integrity of the certification process, and supporting the visibility and growth of the CGMS program.

The Certification Program Coordinator provides day‑to‑day operational support for CGMS candidates, certificants, volunteer leaders, and vendors. Responsibilities include customer service, application audits, exam administration coordination, marketing support, sponsor engagement, and administrative support for the Certification Council and CGMS committees. The role also provides overflow customer service support for NGMA’s general membership and program inquiries.

CGMS Program Administration & Candidate Support (40%)

• Serves as the primary point of contact for CGMS candidates and certificants, providing timely, accurate, and customer‑focused support.
• Manages the CGMS inbox, responding to inquiries related to eligibility, applications, exam scheduling, renewal requirements, and policies.
• Conducts application audits, including verification of experience, education, and documentation.
• Coordinates with NGMA’s exam provider to support candidate scheduling, accommodations, exam irregularities, and reporting.
• Maintains accurate candidate and certificant records in NGMA’s systems, ensuring data integrity and compliance with accreditation standards.
• Supports the processing of renewals, CPE submissions, and status changes.

Vendor, Sponsor & Partner Coordination (20%)

• Serves as a liaison to the exam provider and other certification‑related vendors, ensuring smooth operations and timely issue resolution.
• Supports sponsor and partner engagement, including communication, deliverables tracking, and recognition activities.
• Assists with contract management, invoicing, and documentation related to certification vendors and sponsors.

Volunteer, Council & Committee Support (20%)

• Provides administrative and logistical support to the Certification Council, CGMS task forces, and related volunteer groups.
• Prepares meeting materials, drafts minutes, tracks action items, and supports follow‑up activities.
• Assists with policy updates, program documentation, and accreditation compliance tasks.
• Coordinates volunteer communications and supports recruitment and onboarding processes.

Marketing, Communications & Program Visibility (10%)

• Supports CGMS communications to certificants and marketing efforts to prospective candidates.
• Collaborates with the Marketing and Communications team to promote CGMS milestones, success stories, and program updates.
• Assists with the development of presentations, reports, and informational materials for internal and external audiences.

General NGMA Support (10%)

• Provides overflow customer service support for NGMA membership, events, and general inquiries.
• Supports NGMA’s Annual Grants Training and other major events as needed, including onsite or virtual assistance.
• Works alongside the operations and technology teams to ensure accuracy of customer data, registration information, and reporting.
• Completes other special projects assigned by the Executive Director or Senior Director of Operations and Certification.

Requirements

You may be the ideal candidate if you thrive in fast‑paced, mission‑driven environments where your work directly contributes to professional excellence in the grants management field. Your background should include:

• Bachelor’s degree required.
• Minimum of two years of professional experience in certification, credentialing, governance or related program administration.
• Experience in customer service, program coordination, or candidate support roles.
• Familiarity with certification or testing programs (preferred but not required).
• Strong writing, editing, and communication skills with a customer‑service orientation.
• Ability to collaborate effectively across departments, with volunteers, and with external partners.
• Demonstrated ability to organize, prioritize, and manage multiple tasks with accuracy and timeliness.
• Experience working with databases, CRM systems, or certification management platforms.
• Ability to travel out of state and overnight as needed (anticipated 2 times per year).
• Professionalism: Good judgment, ability to interact with all levels of staff, volunteers, and vendors, appropriate demeanor, confidence.
• Advanced computer proficiency, including Microsoft Office Suite, PowerPoint, and Zoom Meetings.
• Ability to lift up to 40 lbs.

Team Culture

All NGMA team members shall commit to work according to the Staff Values and Definitions, including:

• Trust – Understanding everyone is competent and will get their job done. Assume positive intent.
• Learning and Growth – Everyone takes on the responsibility to learn and grow.
• Vision – Thinking about or planning the future with imagination and wisdom.
• Collaboration and Teamwork – Working together for a common goal. Better together.
• Resourcefulness – Finding quick and clever ways to overcome difficulties.
• Respect – Treat others as you want to be treated.

Health, vision and dental insurance.

Long-term and short-term disability.

Paid PTO/vacation time.