Part-Time Program Operations Coordinator (Contract)

ABOUT SETUP SESSIONS (PROGRAM OVERVIEW)

Setup Sessions is a high-volume program that pairs Notion customers with vetted Notion experts for short, practical 1:1 sessions. The goal is to help customers get unblocked quickly, adopt best practices, and leave with a clear, usable system.

At scale, the program relies on consistent operations: accurate booking and routing, clean data, reliable onboarding and payouts, and quality standards that evolve as the program grows.


ABOUT THE ROLE:

This role supports the day-to-day operations of the Setup Sessions program. You will keep our core Notion systems accurate, run repeatable admin workflows (screening, onboarding, payouts), and actively streamline operations using Notion AI and agents so repetitive work is minimized over time.


EXPECTED TIME COMMITMENT:

The expected time commitment for this role is 20 hours / week.


WHAT SUCCESS LOOKS LIKE (FIRST 30–60 DAYS)

- Core program ops databases are consistently accurate, labeled correctly, and easy to trust.

- Screening and onboarding workflows move forward on time with clear status visibility.

- Payout workflows run smoothly with validation checks and fewer manual exceptions.

- Repeatable tasks are documented, simplified, and increasingly automated with AI and agents.

- Program standards and processes stay current as the program evolves (naming, labeling, templates, and SOPs).


WHAT YOU'LL ACHIEVE:

Program operations + admin workflows

- Own day-to-day maintenance of the core program ops system and its repeatable workflows.

- Provide screening and onboarding admin support (tracking, coordination, system setup steps).

- Provide payouts administration support (running checks, preparing inputs, flagging exceptions).

- Support limited expert-facing comms when needed (using templates, clear boundaries, and escalation paths).

Notion systems ownership (data hygiene + standards)

- Maintain and improve the key program ops admin databases (e.g., onboarding, registry, portals, call capture, client feedback, payouts).

- Tune processes and system standards to ensure naming, labeling, and data quality are accurate and consistent.

- Identify process drift and implement updates so the system evolves cleanly with the program.

AI + agents to streamline operations

- Reduce manual work by building, testing, and iterating on AI-assisted workflows.

- Use Notion AI and agents to automate or semi-automate repeatable tasks (triage, labeling, quality checks, summaries, and routine updates).

- Document automations and operating procedures so they are maintainable and transferable.


SKILLS YOU'LL NEED TO BRING:

- Extremely detail-oriented. Comfortable with “systems hygiene” work (naming, labels, consistency, and accuracy).

- Strong Notion proficiency, especially databases, relations, linked views, templates, and permissions hygiene.

- Demonstrated ability to improve and streamline operational systems, not just execute them.

- Familiarity w