Administrative, Clerical, Support, Customer Service and Support, Other
4 Year Degree
Job Title: Program Coordinator
Status: Full-time, salaried
Reports to: Executive Director (indirect report to Director of Education)
Subordinates: No direct reports
The Program Coordinator is responsible for coordinating activities related primarily to CSIA and NCSG educational programming.
Database Setup and Enrollment
Serve as registrar for all educational programs (including onsite, offsite and online classes) enrolling students who register through our office and processing for online registrations. (not specific to certification events)
Ship materials for all offsite CSIA events/programs to include printing handouts, gathering materials the instructor will need at the event (handouts, onsite registration forms, projector, laptop, etc.), boxing all materials and ship via UPS.
Follow established SOPs to ensure consistency in registration, preparation and execution of CSIA’s flagship National Chimney Sweep Training School (NCSTS) program.
Follow established SOPs to ensure consistency in registration, preparation and execution of all other onsite classes.
Work with the Office Coordinator to ensure adequate resources are available as needed for each class.
Maintain a record and follow up on student prospects for future educational events
Maintain an inventory of supplier class coupons for distribution (coordinate with Member Services as needed)Online Programs
Download weekly completion report from online host and enter the CEUs into the event in database
Assist Academic Coordinator with the instructors travel arrangements and materials needs if needed.
NCSG Annual Convention
Work with Certification Coordinator regarding assignment of seminar CEUs
Apply for convention seminar CEUs
Serve as Convention Registrar
Register attendees in database
Enter CEUs after convention
In coordination with Member Services, maintain current library stock of supplier catalogs
Maintain and Update Pictures for ID Cards and Database
Includes taking pictures of registrants at onsite certification events, cropping pictures, reducing their size, saving them on the computer designated for making ID cards
Enter all CEUs as directed by the certification coordinator
File all certification and education related documents
Compile certification packets; create letters, certificates, and badges to send to new certification holders.
Work with the CEU chair to ensure published CEU Guidelines
Includes saving a copy of all CEU Approved Applications in the company folder
creating, saving, reproducing and mailing all CEU certificates to individual offsite events
organizing and filing CEU sign-in sheets when they are returned to our office
Occasional correspondence with the CEU Committee. (Follow “Processing CEU Application & Offsite Sign-in Sheets” SOP.)
Maintain application processes and update as necessary
General Office Tasks
Email correspondence with potential students regarding training events
Handle phone inquiries including training event questions, registrations and orders
Assist the Certification Coordinator as needed
Assist in answering and processing incoming phone calls for NCSG and CSIA
Maintain, and develop as needed, accurate SOPs for all job related tasks
Other projects and educational program coordination as assigned
Production of the CDET and White pages manual as needed by the office coordinator
Works at the CSIA Technology Center office.
Shares an office with the Certification Coordinator.
Some Saturdays maybe required for each week of the National Chimney Sweep Training School in the event the Certification Coordinator is unavailable (approximately 4 sessions annually)
Evenings and weekends are required for the Annual NCSG Convention and Trade Show (1 week annually, typically in February/March but subject to change).
Microsoft Office including Word, Outlook, Excel and PowerPoint
Professionalism in all dealings with sweeps and the public; strong customer service skills
Composition of letters/documents with attention to detail
About National Chimney Sweep Guild
The National Chimney Sweep Guild (NCSG) is a 501 (c) (6) non-profit trade association existing to promote the success of its members by providing progressive services, encouraging professionalism and ethical accountability, and advancing the chimney and venting industry through public awareness of the trade.