Impact Coordinator
Department: Impact
Reports To: Chief of Impact
Position Summary
The Impact Coordinator provides operational and administrative support across Miracle Flights’ Impact Division, ensuring communications, mission outreach, conferences, community engagement activities, and departmental operations are executed efficiently, consistently, and in alignment with organizational priorities.
Working closely with the Chief of Impact, Director of Communications, and Director of Outreach, this position coordinates projects, manages departmental logistics, maintains operational systems, and supports cross-functional initiatives that strengthen the organization’s visibility, Healthcare Referral Ecosystem, and Family Experience.
Serving as the operational backbone of the Impact Division, the Impact Coordinator develops and maintains the systems, resources, and workflows that enable the division to operate efficiently while providing exceptional service to internal and external stakeholders.
Essential Job Functions
Division Operations
Provide operational and administrative support that enables the Impact Division to execute its strategic priorities efficiently and effectively.
Responsibilities include:
- Coordinate calendars, including meetings, events and scheduling for the Impact Division.
- Prepare meeting agendas, presentations, reports, and other departmental materials.
- Coordinate contracts, invoices, purchase requests, expense reports, and vendor documentation.
- Maintain departmental files, shared resources, including inventory and administrative reporting.
- Develop and maintain operational systems that improve efficiency, organization, and continuity across the Impact Division.
Conference & Community Engagement Coordination
Coordinate logistics that support Miracle Flights’ participation in conferences, beneficiary partnerships, community engagement opportunities, and other non-Miracle Flights-hosted events.
Responsibilities include:
- Coordinate conference registrations, travel arrangements, lodging, and event logistics.
- Manage conference planning timelines, task lists, and event preparation schedules.
- Coordinate shipment of outreach materials, booth displays, promotional items, and printed collateral.
- Prepare conference materials, presentation packets, and supporting resources.
- Coordinate post-event follow-up activities and documentation.
- Maintain the annual calendar of conferences, community engagement opportunities, and external events.
Communications Operations Support
Support the execution of Miracle Flights’ communications and marketing initiatives through effective project coordination and operational management.
Responsibilities include:
- Coordinate communications calendars, production schedules, and campaign timelines.
- Provide support with communications tools and resources, as necessary.
- Schedule social media content across organizational channels.
- Maintain media lists, editorial calendars, communications assets, and digital resource libraries.
- Coordinate photography, videography, printing, and creative vendor requests.
Mission Outreach Support
Support the Mission Outreach function through operational coordination and administrative assistance.
Responsibilities include:
- Prepare outreach materials, presentations, and educational resources.
- Maintain inventories of outreach collateral and promotional materials.
- Coordinate professional association memberships, conference registrations, and speaking opportunity logistics.
- Assist with CRM data management, reporting, and documentation.
- Support outreach reporting and operational projects as assigned.
- Coordinate shipment of outreach materials to healthcare partners and conferences.
Project Coordination & Administrative Support
Coordinate projects that support collaboration across the Impact Division and the organization.
Responsibilities include:
- Track departmental projects, timelines, and deliverables.
- Coordinate internal meetings and follow-up activities.
- Assist with cross-functional organizational initiatives.
- Support special projects, as necessary.
- Recommend operational improvements that strengthen departmental efficiency and effectiveness.
Cross-Functional Collaboration
Collaborate across Miracle Flights to support the Impact Division’s communications, Mission Outreach, and community engagement initiatives.
Responsibilities include:
- Partner with the Director of Communications to coordinate communications projects, conferences, and community engagement activities.
- Support the Director of Outreach through coordination of outreach resources, healthcare engagement activities, and family experience initiatives.
- Support Executive Leadership through administrative and operational assistance on special projects and organizational initiatives.
Additional Essential Functions
- Represent Miracle Flights professionally with media, partners, vendors, volunteers and the public.
- Serve as a positive ambassador for Miracle Flights’ mission, values, and culture.
- Maintain the confidentiality of sensitive organizational, partner, and family information.
- Participate in organizational planning, team meetings, and professional initiatives.
- Travel as required.
- Perform additional duties as assigned in support of the organization’s mission and strategic priorities.
Education & Experience
Preferred qualifications include:
- Associate’s or Bachelor’s degree in Business Administration, Communications, Nonprofit Management, Marketing, Project Management, or a related field.Five or more years of experience in communications, marketing, public relations, or brand management.
- Two or more years of experience in project coordination, office administration, nonprofit operations, event coordination, communications support, or a related field.
- Experience coordinating meetings, travel, events, or departmental operations.
- Experience using CRM systems and Microsoft Office applications.
Skills & Competencies
Successful candidates demonstrate:
- Exceptional organizational and project coordination skills.
- Strong written, verbal, and interpersonal communication abilities.
- Ability to manage multiple priorities with accuracy and attention to detail.
- Strong administrative and operational problem-solving skills.
- Proficiency with Microsoft Office, CRM platforms, and project management tools.
- Ability to work independently while supporting multiple leaders and projects.
- Collaborative mindset and strong customer service orientation.
- Adaptability and continuous improvement mindset.
- Adaptability and continuous improvement mindset.
- Commitment to Miracle Flights’ mission and values.
Measures of Success
Success in this role is demonstrated through:
- Efficient and well-organized Impact Division operations.
- Successful coordination of conferences, community engagement activities, and departmental logistics.
- Accurate documentation, reporting, and departmental recordkeeping.
- Strong cross-functional collaboration and responsive support to the Impact Division.
- Operational systems that improve efficiency, consistency, and organizational effectiveness.
Salary: Compensation starting at $50,000 annually, commensurate with experience.
An employee’s pay position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, travel requirements, any contractual agreements, and business or organizational needs. The range listed is just one component of Miracle Flights’ total compensation package for employees.
Other rewards may include annual bonuses, a Paid Time Off policy, and region-specific benefits.
What we Offer
- Comprehensive benefits package, including medical, dental and vision coverage.
- Generous PTO, because we know rest fuels purpose.
- A front row seat to life changing moments: every day you’ll help a child reach the care they need to survive and thrive.
- On-site and virtual work opportunities that support how our team operates best.
- A collaborative team where the mission isn’t just on the wall, it’s in the work every day.
- Meaningful community connections that extend beyond the office: donor events, partner activations, and opportunities that connect you to the heart of our mission.
Equal Opportunity Statement
Miracle Flights is proud to be an equal opportunity employer and believes in diversity, equity, and inclusion. We seek applications from all qualified candidates without regard to race, color, gender, sex, age, religion, physical or mental disability, military and veteran status, or any other basis protected by federal, state, or local law.
About Miracle Flights
For 41 years, Miracle Flights has provided free commercial air travel for children ages 0–17 who need specialized medical care far from home. Through financial-need eligibility, we connect families with board-certified medical providers and accredited treatment facilities across the United States. Since 1985, Miracle Flights has covered more than 100 million miles, helping families reach the care they need.
Please submit your resume along with a thoughtful cover letter outlining your interest and qualifications to [email protected]
