Training & Resources Coordinator

POSITION : Training & Resources Coordinator REPORTS TO : Training Manager ABOUT KESEM: We are a nationwide community, driven by passionate college student leaders, that supports children through and beyond their parent’s cancer with innovative, fun-filled programs that foster a lasting community. ABOUT THE POSITION: The Training & Resources Coordinator supports the consistent execution of Kesem’s training, chapter resources, workbooks, and non-fundraising chapter communications. Reporting to the Training Manager, this role manages the detailed production, maintenance, organization, scheduling, and distribution work that keeps Kesem’s learning materials and chapter resources accurate, accessible, easy to use, and on time. The Coordinator works closely with the Training Manager, Program Operations & Quality, Chapter Operations, Policy & Compliance, Systems & Data, and other subject-matter experts to ensure training and chapter resources are reviewed and updated annually, reflect current organizational expectations and best practices, and translate complex information into clear, practical tools for staff and student leaders. The role also owns the ongoing build and maintenance of chapter workbooks, including updating structure and functionality to meet evolving business needs and ensuring formulas, calculations, links, and other components remain accurate and reliable. The Training Manager owns learning strategy and curriculum decisions, while subject-matter experts own the accuracy of content within their areas. The Coordinator ensures that content is translated into polished, effective materials, maintained across systems and resources, and delivered in ways that reflect evolving learning practices and make information quick to understand and apply. KESEM'S VALUES The Training & Resources Coordinator must uphold and build a culture that continues to support and strengthen the following behaviors to help us realize our vision: Continuous learning - We operate with curiosity and a willingness to try new things, and we see our successes and setbacks as opportunities for growth. Accountability - We are individually and collectively responsible for advancing our mission. Resilience - We empower and support each other through challenges while fostering a spirit of joy and hopefulness. Empathy - We seek to understand and appreciate other perspectives and experiences. ESSENTIAL FUNCTIONS & RESPONSIBILITIES Training Production & Administration Build, edit, format, record, upload, and distribute approved year-round and program-specific training materials for staff, student leaders, counselors, and other volunteers. Coordinate with subject-matter experts across Kesem to ensure training content is accurate, current, aligned with organizational expectations, and updated as standards, policies, programs, and practices evolve. Maintain training calendars, production timelines, completion tracking, certifications, attendance records, and other administrative systems required for effective training delivery. Support the learning-management system and other training platforms, including course setup, testing, content updates, user support, completion reporting, and coordination with system owners or vendors. Support Fall Training, Program Coordinator onboarding, staff training, and other learning events through session setup, materials, logistics, tracking, and follow-up. Apply evolving best practices in adult learning, volunteer education, information design, and training delivery to make materials easier to understand, retain, and apply. Collect evaluation data and participant feedback and partner with the Training Manager to continuously improve training content, format, accessibility, and effectiveness. Chapter Resource & Workbook Management Own the annual production, update, and maintenance cycle for Chapter Workbooks, handbooks, checklists, coordinator resources, camp documents, and other assigned Chapter-facing tools. Coordinate with subject-matter experts across Kesem to ensure Chapter resources reflect current policies, program standards, business processes, deadlines, and best practices, with clear ownership and timelines for annual review. Design and continuously improve resources so critical information is easy to find, quick to comprehend, practical to use, and appropriate for student leaders managing complex responsibilities. Build and update Chapter Workbooks to meet evolving organizational and chapter-management needs, including formulas, calculations, conditional logic, tracking structures, and other functionality required to support accurate planning and performance management. Test and validate Workbook formulas, calculations, links, permissions, and functionality before annual launch and throughout the year, resolving errors and coordinating more complex technical needs with Systems & Data as appropriate. Partner with Chapter Operations and other business owners to ensure Workbooks provide the information and functionality needed for goal setting, budgeting, fundraising planning, program readiness, performance monitoring, and chapter intervention. Maintain version control, archive outdated materials, and oversee Kesem’s central chapter resource inventory, regularly auditing links, ownership, dates, standards, and process references for accuracy. Identify recurring questions, unnecessary complexity, duplicative resources, or areas where chapters struggle to use existing tools and recommend consolidation, simplification, or redesign. Summit, Retreat & Training Event Support Support the Training Manager in producing National Leadership Summit training tracks, session materials, facilitator resources, evaluations, and participant-facing learning information. Provide logistics and production support for Operations retreats and other major learning events, including schedules, materials, facilitator coordination, and follow-up resources. Help prepare staff facilitators and presenters by managing content deadlines, templates, review processes, feedback rounds, and final materials. Apply consistent learning and resource-design standards across Summit, Fall Training, staff learning, and other major training experiences. Continuous Improvement & Learning Innovation Stay current on emerging practices in adult learning, volunteer education, instructional design, knowledge management, resource development, accessibility, and technology-enabled learning, and recommend practical improvements to Kesem’s approach. Regularly evaluate whether training and chapter resources are being understood and used as intended, using feedback, completion data, recurring questions, staff observations, and chapter performance to identify opportunities for improvement. Look for ways to make complex Kesem information simpler, faster to understand, and easier to act on, particularly for student leaders balancing significant volunteer responsibilities. Identify opportunities to consolidate, automate, redesign, or eliminate resources and processes that create unnecessary complexity or administrative burden. Support time-bound Operations projects and seasonal priorities aligned with the role’s training, resource, Workbook, communication, and learning responsibilities. Chapter Communications & Operations support Coordinate and distribute the Chapter Monthly Digest and other assigned non-fundraising chapter communications, collecting timely content across Kesem and maintaining a consistent communication calendar. Create and maintain a library of approved non-fundraising communications chapters can use with student leaders and families to support recruitment, participation, engagement, deadlines, and other operating needs. Coordinate or send approved operational communications centrally when appropriate, reducing duplicative local work while ensuring chapters understand what is being sent, to whom, and when. Serve as an Operations sender or administrator for approved chapter communication platforms and maintain accurate distribution lists in partnership with Systems & Data. Ensure changes to training, resources, Workbooks, policies, deadlines, and operating requirements are communicated clearly and in formats that make required action immediately understandable. Partner with Development and Marketing when communications intersect so chapter audiences receive coordinated, appropriately timed messages. Provide support for the camp season 24-hour hotline operations. Provide support for the year round hotline, if applicable. Support ongoing Operations Team projects as needed. The duties and responsibilities described above are not intended to be an exhaustive list and may change based on organizational needs. REQUIREMENTS Required Qualifications Bachelor’s degree or equivalent experience. 1-3 years of experience in training coordination, instructional support, communications, project coordination, program operations, resource management, or a related field. Excellent attention to detail, organization, version control, and deadline management. Strong written communication and editing skills, with the ability to turn approved content into clear and usable materials. Comfort learning and using learning-management systems, Google Workspace, presentation tools, document-management systems, and other digital platforms. Ability to coordinate input from multiple stakeholders and manage several recurring workstreams at once. Commitment to and passion for Kesem’s mission and values. Ability to work independently and collaboratively in a remote work environment. Preferred Qualifications Experience supporting volunteer, student, camp, nonprofit, or distributed-team training. Experience with learning-management systems, HubSpot or similar email tools, Salesforce, project-management platforms, or resource libraries. Experience with basic video, webinar, or e-learning production. Familiarity with Kesem’s chapter model or student-leader experience. WORK EXPECTATIONS The Training & Resources Coordinator role is a full-time position, with responsibilities that require approximately 40 hours of work per week, with some weeks requiring additional hours. This is a fully remote position with no geographic preference, provided the employee is able to meet Kesem’s travel and work-hour expectations. It is expected that the Training & Resources Coordinator will maintain a reliable internet connection and professional remote work environment and will be available and actively working from 9:00 a.m.–5:00 p.m. in their local time zone, unless otherwise approved by their supervisor. This role requires flexibility during major training and resource-production periods, particularly Fall Training, National Leadership Summit, and pre-camp readiness. It is expected that the Training & Resources Coordinator will be available for occasional evening or weekend training sessions or volunteer meetings. As a collaborative organization, employees are expected to demonstrate flexibility in supporting organizational priorities, including providing temporary coverage for colleagues during leaves of absence or other staffing needs, as assigned. Travel may include staff meetings, National Leadership Summit, Fall Training, or other organizational gatherings, approximately 2-5 times per year. DIVERSITY, EQUITY, AND INCLUSION STATEMENT Kesem’s mission of supporting children through and beyond a parent’s cancer, and our vision of ensuring that every child impacted by a parent’s cancer is never alone, can only be realized through an ongoing, steadfast commitment to Diversity, Equity, and Inclusion in every part of our organization. To that end, Kesem makes the following commitments: To continually expand the communities we support and work with - our camper families, volunteers, staff, alumni, partners, donors, and boards - with attention to engaging communities we are not currently reaching. To strive for equity in delivering a transformative, fun, and empowering community that recognizes and embraces our differences. To aspire to create shared spaces that are safe for every member of the Kesem community to feel valued and respected. Kesem will engage in continued meaningful learning in order to better support our mission and our growing Kesem community. Kesem is an Equal Opportunity Employer.