Program Coordinator

Program Coordinator – Professional Development/Education
12 Month Fixed-Term Contract (could extend)
$85,000 + Super
Location: Balwyn, Melbourne | Hybrid (2 - 3 days in office)

We are seeking a highly organised and detail-focused Program Coordinator to support the delivery of a national professional certification program on behalf of our client - an international professional body.

This role is a fixed-term contract for 12 months. You will join a small, collaborative team responsible for administering a respected professional certification scheme for experienced practitioners. The role sits at the centre of the certification process, coordinating communication between applicants, volunteer assessors, and governance bodies to ensure the program operates smoothly, consistently, and with strong procedural integrity.

About the Program
The certification program exists to recognise practitioners in the field - applicants undergo a rigorous assessment process involving documentation review, peer assessment panels, and oversight from a certification board.

About the Role
The Program Coordinator plays a central role in the coordination & administration of certification applications, renewals, and governance processes. You will work closely with the Program Manager and another administrator to ensure applications progress smoothly through the assessment process.

This role suits someone who enjoys structured work, clear processes, and high levels of accuracy, while also being confident working independently and taking initiative.

Key responsibilities include:

Certification program administration

• Manage the end-to-end processing of certification applications including completeness checks, invoicing, referee follow-up, Registrar reviews, interview coordination, and outcome communication.
• Liaise with applicants, volunteer panellists, and assessors throughout the certification process.
• Prepare materials for assessment panels and certification board reviews.
• Manage deferrals, resubmissions, and appeals in line with established procedures.
• Maintain accurate records, workflow tracking, and program data to support governance and audit requirements.

Renewals and recertification

• Prepare and issue annual renewal invoices and manage payment receipting
• Conduct debtor follow-up to minimise revenue leakage.
• Coordinate recertification processes including CPD log collection, follow-up, and auditing.
• Process cancellations and ensure internal systems are kept up to date.

Governance and committee support

• Schedule committee and board meetings.
• Prepare and distribute meeting papers.
• Attend meetings, take minutes, and maintain action registers.
• Assist with the preparation of monthly and quarterly program reports.

About You
We are looking for someone who is highly organised, detail-oriented, and confident working within established processes.

You will bring:

• Track record of strong administration experience.
• Strong organisational and time management skills with the ability to manage multiple workflows simultaneously.
• Exceptional attention to detail across administrative, financial, and data tasks.
• Experience coordinating processes involving multiple stakeholders.
• Strong written communication skills, including experience preparing meeting papers or taking minutes.
• Confidence working independently and using judgement about when to escalate issues.
• Sound numerical skills and experience processing invoices or financial records.
• Experience using CRM or database systems and Microsoft Office.

A background in program coordination, project coordination, or CPD/accreditation administration would be highly regarded.