Exceptional Services Group Program Coordinator

If you love planning trips, building relationships, and making meaningful moments happen, this role offers the best of both worlds. You'll help create exciting travel experiences for individuals with intellectual and developmental disabilities while being part of a growing company that also offers wellness services and programs that make a real impact.

SUMMARY :

The Exceptional Services Program Coordinator supports the planning, coordination, and growth of supervised travel experiences for individuals with intellectual and developmental disabilities (ID/DD). This role is responsible for coordinating trip logistics, supporting traveler and family relationships, managing operational details, and assisting with business development efforts to ensure safe, well-organized, and meaningful travel experiences. In addition, this role provides occasional administrative and front office support for Exceptional Wellness to help ensure smooth daily operations and a positive client experience. The ideal candidate is highly organized, customer-focused, detail-oriented, adaptable, and passionate about supporting individuals with disabilities through both travel and wellness services.

ESSENTIAL RESPONSIBILITIES

including other job-related duties as required: Exceptional Vacations (Primary Focus): Travel Coordination & Trip Operations Support the planning and coordination of supervised vacations, including transportation, accommodations, activities, dining reservations, and travel logistics. Organize all pre-trip operational materials for staff, including itineraries, rooming lists, flight confirmations, traveler documentation, attraction tickets, trip folders, and staff binders. Coordinate pre-trip traveler communication regarding travel requirements, pickup/drop-off schedules, medications, spending money, identification, and trip expectations. Maintain inventory of travel supplies and ensure trip materials are prepared prior to departures. Research destinations, activities, and accessibility accommodations that align with traveler needs and program goals. Client Services & Administrative Support Respond to inquiries from travelers, families, guardians, and referral partners regarding trips, registrations, and custom travel opportunities. Process registrations, invoices, traveler documentation, and travel insurance quotes and policies. Prepare and distribute pre-trip and post-trip travel packets. Maintain accurate traveler records, forms, photos, trip expenses, and operational documentation. Answer phones and provide general administrative support to the Exceptional Vacations department. Post-Trip Coordination Coordinate post-trip follow-up materials including feedback requests, traveler communication, and trip documentation. Organize trip photos and prepare post-trip photo albums/packages for travelers. Assist with collecting feedback from travelers and families to improve future experiences and encourage repeat bookings. Sales, Outreach & Program Growth Conduct outreach to past travelers, families, and referral sources to promote upcoming trips. Support efforts to increase trip participation and fill scheduled departures. Assist in developing custom travel opportunities for individuals and families. Support marketing initiatives including brochures, social media content, website updates, and promotional materials. Identify opportunities to enhance travel offerings and improve participant experiences. Exceptional Wellness (Secondary Support Role): Provide front desk coverage as needed to support daily office operations. Answer incoming phone calls and respond to general client inquiries. Assist with new client intake paperwork and onboarding processes. Check in clients arriving for appointments and help maintain scheduling flow. Provide general administrative support to ensure a welcoming and organized front office environment.

SUPERVISORY RESPONSIBILITIES

: This position does not have supervisory responsibilities

EDUCATION AND EXPERIENCE

Bachelor's degree in Special Education, Social Work, Recreation Therapy, Hospitality, Tourism, Business, or a related field preferred. Two to four years of experience working with individuals with intellectual and developmental disabilities, travel coordination, hospitality, recreation programming, customer service, or related fields preferred. Equivalent combinations of education and experience may be considered.

Preferred qualifications include:

• Strong understanding of person-centered supports and inclusive programming
• Knowledge of disability services and accessibility considerations
• Strong organizational and time management skills
• Strong interpersonal and communication abilities
• Ability to manage multiple priorities in a fast-paced environment
• Problem-solving skills and sound judgment

COMPUTER SKILLS

Proficiency in Microsoft Office.

LANGUAGE SKILLS

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, and government regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from directors, public groups, and families.

REASONING ABILITY

: Ability to solve practical problems and deal with a variety of concrete and abstract variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

: As required by State Regulations.

PHYSICAL DEMANDS

: While performing the duties of this job, the employee is regularly required to use hands, reach with arms, stand, walk, sit, talk, or hear. The employee is occasionally required to climb or balance, stoop, kneel, to lift and/or move up to 15 pounds, and if necessary, in an emergency move or drag an adult to ensure the individual's safety. Specific vision abilities required by this job include close vision, distance, color, peripheral vision, and depth perception. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person