Program Administrator (Contractor) for Health Coach Institute (HCI)

About the Role

We are seeking a reliable Program Administrator to support the Advanced Health Coach Certification Program. This role is responsible for real-time, in-session Zoom technical support during all virtual classes and for managing routine inbound student email communications related to scheduling, access, and program logistics.

This is an execution-focused role. You will support live classes via Zoom as they run, follow established procedures and templates, and escalate issues as needed.

Key Responsibilities

Live Class & Zoom Support

• Provide technical support and logistical support to Lead Faculty during all scheduled live virtual classes via Zoom
• Deliver real-time Zoom support during live sessions, including:
• • Managing breakout rooms
  • Assisting with screen sharing and participant permissions
  • Troubleshooting audio, video, and access issues 
• Support classroom management so instructors can focus on teaching by:
• • Monitoring chat and responding to student technical questions
  • Highlight course-specific chat messages for instructors as needed
  • Admitting participants and opening and closing sessions
• Monitor live sessions for disruptions and resolve issues using established troubleshooting steps.

Student Email & Program Support

• Monitor and respond to inbound student emails related to scheduling, access, deadlines, and program logistics using established processes and templates.
• Triage content-related or instructional questions by routing them to the appropriate faculty member or team, according to established escalation guidelines
• Identify and reroute basic access or technical issues to the HCI Support team, escalating non-routine or sensitive concerns as directed
• Maintain timely, clear, and professional written communication with students

Program Coordination

• Prepare for live sessions by reviewing rosters and session plans as provided
• Track attendance according to program procedures
• Support scheduling updates and coordination as directed

Faculty & Evaluator Admin Support

• Provide routine administrative support to faculty and evaluators
• Assist with onboarding logistics (access, schedules, documentation)
• Coordinate meetings or calibration sessions as directed

Tracking & Documentation

• Maintain accurate student records in the LMS and shared documentation systems, including attendance and assignment receipt as needed
• Update tracking documents and flag missing or incorrect information
• Escalate recurring technical or operational issues to leadership

Requirements

Required

• Experience in administrative, coordination, or operations support roles
• Strong working knowledge of Zoom (hosting, breakout rooms, participant controls, troubleshooting)
• Excellent written and spoken English skills for professional email communication
• Strong attention to detail and ability to follow SOPs
• Reliable internet connection and consistent availability to support live class sections scheduled between 12:00 pm and 10:00 pm ET
• Ability to work independently and escalate issues appropriately

Preferred

• Experience supporting live virtual classes or online programs
• Familiarity with learning management systems (specifically Brightspace or similar)
• Experience working in the online education and certification space

Contract Details

• Rate: USD $20/hour
• Hours: Approximately 30 hours per week during active cohorts
• Term: 12-week cohort-based contract (with potential renewal)
• Time Zone: Must be available during scheduled live class times (U.S., Eastern Time zone-based hours)

Tools: Contractor must provide their own computer, headset, and reliable internet, and work from a quiet, professional environment suitable for live virtual classroom support.