PVI Course Coordinator

MISSION: Polyvagal Institute advances social communication and connectivity by building community, facilitating research, improving quality of care, and offering education on the principles of Polyvagal Theory.

VISION: To optimize the human experience by creating a safe and connected world.

ABOUT: Polyvagal Institute (PVI) is a non-profit organization dedicated to creating a new paradigm for health and wellness by providing training, supporting community, and sharing research centered around a revolutionary understanding of the body and mind as presented in the work of Stephen Porges. Currently, in a period of rapid growth, PVI is restructuring its staff to build capacity and further mission reach. The Course Coordinator position is a new position created to support significantly increasing the volume of courses offered in 2025.

PURPOSE & ROLE: The successful applicant for this position will have strong project management skills, be very detail oriented and enjoy supporting teams in a variety of key administrative functions. They will possess strong communication skills that embody PVI’s core values of safety and connection and a core passion and appreciation for the mission.

The ideal candidate will possess many of the following qualities: 

• Strong project management skills including planning, program development and task facilitation
• Experience in program delivery, particularly in education and/ or mental health
• Detail-oriented with a focus on quality assurance
• Experience engaging with high-level speakers, therapists, and professionals across various disciplines
• High proficiency in technology (Google Workspace, CRMs, Project Management Tools)
• Experience in Learning Management Systems and delivery of virtual and hybrid education 
• Basic video editing knowledge
• Adaptable, and able to navigate changing priorities with ease  
• Finds satisfaction in completing routine administrative tasks 
• Experience managing CE or CEU requirements a plus
• Familiarity with Polyvagal Theory and PVI’s offerings a plus

KEY RESPONSIBILITIES:

PVI Course Coordination: Collaborate closely with the Program Director to coordinate Polyvagal Institute (PVI) courses. This includes taking primary responsibility for cohort scheduling, gathering and organizing instructor materials, facilitating and managing course delivery within the Learning Management System (Thinkific), and creating and administering end-of-course surveys. Ensure seamless workflow integration from the LMS to the Project Management Tool (Monday.com), while also engaging with and scheduling courses with PVI’s course partners, prioritizing the development of strong, collaborative relationships.

CE Management: Manage the Continuing Education (CE) credit process with strict adherence to the guidelines and regulations of accrediting organizations. PVI currently offers CE credits for psychologists, LPCs, LCSWs, LMFTs, and nurses through the Spiritual Competency Academy (SCA). The role will also involve expanding the range of accrediting bodies in 2025 to serve additional professional groups.

Zoom Host on Course Live Sessions: Serve as the host for live Zoom course sessions (up to 10 hours a week), ensuring a smooth and engaging experience for all participants. Responsibilities include setting up and managing the virtual environment, troubleshooting technical issues, moderating discussions, and facilitating participant interaction. Provide technical support to instructors and attendees as needed, and ensure that sessions are recorded, edited, and uploaded to LMS for student self-paced review.

Enrollment and Customer Care: Support the Enrollment and Customer Care Director in ensuring that students' experiences align with PVI’s values of safety and connection. Responsibilities include addressing student inquiries and concerns promptly and empathetically, providing guidance throughout the learning process, and maintaining interactions that reflect PVI’s commitment to exceptional customer care. Monitor and evaluate student feedback to continuously enhance support services and the overall learning experience.

Qualifications:

• High school diploma or equivalent required; Bachelor's degree or higher preferred.
• Proven ability to work effectively in a virtual, fast-paced environment, both independently and as part of a team.
• Demonstrated experience in coordinating multiple projects with strong attention to detail and accuracy.

Submission:

Application Deadline September, 15th 2024. Please include the following in your submission materials:

• Resume
• Cover letter explaining how your interest and experience align with the position and mission of PVI

What happens next?

If we feel like there’s a good fit, we’ll reach out to you to start the interview process. Here’s what it will look like:

• Initial conversation (~ 20 minutes)
• Experience Interview (~30 minutes)
• Reference checks
• Focus Interview (45-60 minutes)
• Anticipated Start Date: November 1 or sooner

Polyvagal Institute (PVI) is an equal opportunity/affirmative action employer.