Institute Program Coordinator, General Registration

The Institute Program Coordinator (General Registration Programs) ensures the smooth operation of Yellowstone Forever’s open-enrollment educational offerings. This position manages the logistical and administrative processes that support participants and field staff, with a particular focus on online registration systems, logistics, and participant satisfaction.

This role collaborates closely with Yellowstone National Park Lodges and supports the Field Seminar program, coordinating with contract instructors to ensure programs run smoothly. The General Registration Programs Coordinator is also responsible for building and managing registration forms, maintaining planning documents, and ensuring a seamless participant experience throughout the program lifecycle.

Success in this position requires exceptional organizational skills, strong communication abilities, technical proficiency with registration software, and a proactive approach to supporting participants and staff.

Primary Responsibilities 

Open-Enrollment Program Coordination and Support

• Manage participant registration for open-enrollment programs, ensuring accuracy and prompt communication throughout the process.
• Build, manage, and maintain online registration forms using program registration software, ensuring accurate participant enrollment and information tracking.
• Collaborate with Yellowstone National Park Lodges to coordinate program logistics, including facility use and participant accommodations.
• Work closely with contract instructors to provide logistical and administrative support for Field Seminar programs.
• Develop course packets and planning documents, including rosters, waivers, confirmation letters, and itineraries.
• Act as the primary contact for participants, addressing inquiries and providing ongoing support before, during, and after the program.
• Maintain accurate program schedules and records to ensure smooth program delivery.
• Monitor feedback from participants and field staff to identify areas for improvement and ensure program quality.

Participant Recruitment and Engagement

• Actively recruit participants for open-enrollment programs by engaging with former and potential clients through outreach and targeted communication.
• Collaborate with marketing to develop materials and outreach campaigns specific to open-enrollment recruitment.
• Monitor program availability and ensure public-facing platforms accurately reflect offerings.

Collaboration and Logistics Management

• Work closely with field staff to ensure they have the information, materials, and support needed to deliver high-quality open-enrollment programs.
• Ensure all logistical elements, such as transportation, facilities, and equipment, are in place for each program.
• Coordinate with internal teams to resolve any logistical or operational challenges as they arise.

Basic Qualifications  

• At least 3 years of experience in program coordination, logistics, or participant engagement, preferably in education, tourism, or nonprofit organizations.
• Solution-oriented mindset with the ability to identify challenges, analyze options, and implement effective solutions.
• Strong decision-making and prioritization skills to manage participant registrations, logistical coordination, and deadlines efficiently.
• Proven experience coordinating participant registration systems, including creating and managing online forms.
• Experience working with or supporting contract instructors, including addressing logistical and programmatic needs.
• Proficiency in online registration systems and tools for building and managing forms, such as Salesforce or other comparable platforms.
• Exceptional organizational skills, with attention to detail in scheduling, logistics, and record-keeping.
• Excellent communication skills, both written and verbal, with a customer-service mindset.
• Experience collaborating with external partners, such as lodging facilities, educational institutions, or tourism operators.
• A collaborative attitude with the ability to work as part of a team while managing independent responsibilities.
• A valid U.S. driver’s license with a favorable driving record and the ability to pass Yellowstone Forever’s driver training and Department of Transportation medical exam.
• Ability to successfully pass and maintain a satisfactory criminal background check (renewed every two years).

Preferred Qualifications

• An associate or bachelor’s degree in education, business, tourism, or a related field.
• Experience coordinating open-enrollment programs or participant logistics in a nonprofit or educational setting.
• Familiarity with coordinating field education programs or seminars, including logistics and participant support.
• Knowledge of Yellowstone National Park and the Greater Yellowstone Ecosystem.
• Experience collaborating with contract instructors or program leaders.
• Familiarity with outdoor education logistics or field-based program support.

Compensation:

This is a full-time, hourly/non-exempt position, which will be based in Gardiner, Montana. Travel may be required. Salary is based upon experience. Benefits of this position include knowing that your efforts directly benefit Yellowstone National Park and having the opportunity to work in one of the world’s premiere wilderness areas.