Coordinator, Fly Program

Position: Coordinator, You Can Fly Program
JOB SUMMARY:

The Program Coordinator, You Can Fly, plays a vital operational and administrative role in supporting the AOPA Foundation's You Can Fly initiatives, with a primary focus on the Rusty Pilots and Back to Your Roots programs. This position directly contributes to AOPA's mission to protect the freedom to fly and grow the pilot community by ensuring the seamless execution of seminars, webinars, and live streams that reengage lapsed pilots and foster aviation enthusiasm.

Responsibilities include coordinating event logistics and processing registrations, facilitating communications with presenters and hosts, supporting marketing email processes, and delivering outstanding customer service. The role also encompasses data and inventory management, event processing, and regular collaboration with internal departments such as Marketing, Member Services, and IT. By maintaining accurate records, refining procedures, and facilitating smooth operational workflows, the Program Coordinator ensures that AOPA continues to provide high-quality educational experiences, strengthen member engagement, and drive long-term organizational sustainability.

ESSENTIAL FUNCTIONS:

LOGISTICAL AND ADMINISTRATIVE SUPPORT - RUSTY PILOTS INITIATIVE (85%)

Support the planning and execution of Rusty Pilots and Back to Your Roots seminars and webinars, including setup and data entry in Classy, Salesforce, Blackthorn, Outlook, Wrike, and other AOPA event systems.

Coordinate the distribution of key event information, check-in instructions, reminders, and post-event materials to hosts and presenters to support the successful execution of each seminar.

Assist with registration processing, including cancellations and inquiries, and provide participants with timely information about upcoming seminars and related engagement opportunities.

Draft and review marketing emails and coordinate content approvals and deployment with the You Can Fly Manager.

Process walk-in forms, send follow-up communications, and handle presenter compensation, including 1099 requests and inquiries in accordance with program timelines.

Coordinate the preparation, packaging, and timely shipment of event materials and promotional items.

Monitor and respond to emails received through Rusty Pilots and Back to Your Roots inboxes to ensure prompt, accurate, and positive customer service interactions.

Provide logistical support during online events, including managing polls and monitoring email inbox questions, with occasional availability during evenings or weekends.

Collaborate with internal teams, including Member Services and Marketing, to support initiative execution, ensure the accuracy of event data, and coordinate updates to webpages and program resources.

Support the development and maintenance of standard operating procedures (SOPs), success stories and testimonials, as well as program updates; help resolve data discrepancies in systems like Salesforce.

Process and manage endorsement labels, and track and update CFI certifications.

Facilitate weekly department meetings.

CROSS-INITIATIVE AND ADMINISTRATIVE SUPPORT (15%)

Serve as a departmental liaison by monitoring the You Can Fly General Inbox, responding to inquiries, and connecting team members and stakeholders with appropriate resources to ensure clear and responsive communication.

Support administrative needs across all You Can Fly initiatives, contributing to day-to-day operations that enhance program efficiency and alignment with AOPA's strategic objectives.

Provide occasional project support to other You Can Fly initiatives beyond Rusty Pilots and Back to Your Roots, as needed, ensuring flexible, mission-aligned support across the department.

Assist with logistics for fly-ins, air shows, and other outreach events involving You Can Fly, including the preparation, packing, and tracking of materials to ensure accurate inventory management and resource stewardship.

Coordinate inventory of marketing and promotional materials for You Can Fly initiatives, supporting brand consistency and readiness for outreach opportunities.

Contribute to internal communication efforts by participating in administrative assistant and coordinator meetings, reinforcing interdepartmental alignment and employee engagement.

Although this job description aims to capture the majority of the position duties, other duties may be assigned based on business and departmental needs.

REQUIRED

JOB QUALIFICATIONS:

One to three years of related professional experience.

Proficient in Microsoft Office Suite and capable of managing digital platforms such as Salesforce, Wrike, Blackthorn, and other web-based content systems.

Excellent oral, written, and interpersonal communication skills.

Strong attention to detail, time-management skills, and customer service focus/skills.

Ability to multi-task and prioritize when transitioning from task to task.

PREFERRED

JOB QUALIFICATIONS:

An associate or bachelor's degree.

An understanding of, and interest in, general aviation.

Private pilot…