Training & Program Operations Specialist

Job Title: Training & Program Operations Specialist
Employment Type: W-2 Part-Time
Location: Remote (U.S.) | Candidate must reside on the East Coast.

Scheduling & Availability (ET): position requires availability Monday–Friday between 10:00 AM – 3:00 PM EST

Compensation: 

• $25–$30/hr rate based on experience/credentials)

About Virtual Peace of Mind (VPM)

Virtual Peace of Mind (VPM) is a fast-growing, fully remote mental health practice dedicated to providing compassionate, evidence-based care to youth and families across multiple states. Our mission is to expand equitable access to mental health services through high-quality virtual care — and to support the clinicians and professionals who make that care possible.

We’re building a culture that is mission-driven, accountable, supportive, and built for sustainable remote work.

Why Join VPM

At VPM, you’ll be part of a team transforming access to youth mental health through virtual care — with a remote model designed to support excellent work and real life.

What you can expect:

• Mission-Driven Impact: Contribute to meaningful work improving access and outcomes for youth and families.
• Remote by Design: Fully remote environment with clear expectations and supportive infrastructure.
• Collaborative Culture: Work with a multidisciplinary team that values integrity, empathy, and shared learning.
• Growth & Leadership Pathways: Opportunities to expand scope and take on leadership or consulting responsibilities as we scale.
• Professional Development: Access to training, resources, and continued learning opportunities aligned to role scope.
• State & School-Based Partnerships: Join initiatives that strengthen school-based mental health delivery and expand access across communities.

Role Overview

Virtual Peace of Mind is seeking a highly organized, execution-focused Training & Program Operations Specialist to support the development, implementation, and management of training and workforce development initiatives, with a primary focus on apprenticeship programs.

This role is responsible for building and maintaining training systems, coordinating program documentation, supporting workforce development efforts, and executing key operational projects. The position will also provide support on strategic organizational initiatives, including training materials, program expansion, and special projects aligned with organizational growth.

This is a part-time, remote position requiring 20–25 hours per week. The role requires consistent availability during designated core business hours to support collaboration, email communication in real-time within 1-2 hours, and execution. Specific working hours will be agreed upon at hire and must be maintained consistently.

Responsibilities

Primary Responsibilities (80% – Apprenticeship & Training-Funded Work)

Training & Program Development

• Develop and organize training curricula for apprenticeship programs
• Structure and document training pathways, competencies, and learning objectives
• Build training materials including guides, manuals, and program documentation
• Translate program concepts into structured, scalable training systems

Apprenticeship Program Operations

• Coordinate apprenticeship program documentation and compliance requirements
• Maintain training records, logs, and required reporting components
• Support onboarding structure for apprentices from a training perspective
• Collaborate with HR to align training with hiring and onboarding processes

CEU & Training Resource Management

• Research and source Continuing Education Units (CEUs) aligned with program needs
• Identify and manage training platforms, tools, and external learning resources
• Maintain organized tracking of CEU usage and requirements

Program Documentation & Systems

• Develop SOPs related to training and program implementation
• Ensure all training processes are documented, structured, and repeatable
• Maintain centralized organization of all training and program materials

Secondary Responsibilities (20% – Strategic & Executive Support)

• Develop PowerPoints, training presentations, and internal materials
• Support development of new program initiatives (e.g., transition programs)
• Assist with grant support activities, including research and document preparation
• Execute special projects that support organizational growth and efficiency
• Provide operational support to leadership in building scalable systems
• Executive calendar management
• Email triage
• Follow-up coordination
• Meeting coordination

Qualifications & Experience

• Strong organizational and execution skills
• Experience in program coordination, training development, or operations preferred
• Ability to take direction and independently build structured outputs
• Strong writing and documentation skills
• Comfortable working in a fast-paced, growth-oriented environment
• High level of initiative and problem-solving ability
• Operate with minimal supervision
• Anticipation of needs proactively (upcoming task, potential gaps, operational inefficiencies) before direction is provided
• Take initiative to resolve issues without direction

Position Structure

• This role is primarily aligned with workforce development and apprenticeship initiatives
• Approximately 80% of responsibilities support training and program development functions
• Approximately 20% of responsibilities support broader organizational and strategic initiatives

Daily KPIs (Execution & Responsiveness)

• Respond to all assigned tasks, messages, and requests within 24 hours
• Maintain real-time organization of all training and program documents
• Complete assigned deliverables (SOPs, materials, research) by end-of-day deadlines
• Track and update apprenticeship-related documentation daily (100% accuracy)
• Maintain a prioritized task list aligned with leadership directives

Professional Communication & Attendance (Essential Function)

Reliable communication and attendance are essential job responsibilities. Team members must:

• Attend required onboarding, internal meetings, supervision sessions, and trainings (as applicable)
• Notify the team as soon as possible regarding delays, absences, or scheduling conflicts
• Maintain timely, professional communication during scheduled work hours
• Uphold remote-work standards, including a private workspace and reliable internet connection

Remote Work Requirements

To support client confidentiality and team effectiveness, this role requires:

• A private, quiet workspace suitable for professional work
• Reliable high-speed internet and ability to use required systems/tools
• Comfort working independently while staying connected through remote collaboration

Compensation

• Pay Range: 25-$30 hourly (based on experience, credentials, and role scope)

Benefits & Time Off (W-2 Eligible Roles)

VPM supports your well-being with benefits designed for health, stability, and real work-life balance.

• Health, Dental & Vision: Company-sponsored plans available, with an employer contribution for eligible full-time employees.
• Quick Benefits Start: Benefits eligibility begins after 30 days, with coverage effective the first of the month following Day 30.
• Paid Time Off: Full-time employees accrue 10 days (80 hours) annually starting on Day 31 to support rest, personal needs, and wellness.
• Flexible Holidays: No fixed holiday calendar—team members are empowered to plan schedules and observe holidays meaningful to them.

Eligibility: Benefits are available to full-time employees (25+ client-facing hours/week). Part-time employees (15–24 client-facing hours/week) may be able to enroll at their own cost, depending on plan design.

Internal Mobility & Growth

As VPM grows, our team grows. We prioritize internal mobility, skill development, and leadership pathways. Whenever possible, we promote from within and create opportunities for team members to expand responsibilities and advance their careers.

Equal Employment Opportunity

Virtual Peace of Mind, LLC is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive, equitable environment for all employees. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, national origin, age, disability, veteran status, or any other legally protected characteristic.

Reasonable Accommodation & Accessibility

Virtual Peace of Mind is committed to providing reasonable accommodations for qualified individuals with disabilities and applicants with disabilities. If you require accommodation to complete the application process, participate in an interview, or perform essential job functions, please contact HR at davidgulleyhr@avirtualpeaceofmind.com to request assistance. All accommodation requests are handled confidentially and in accordance with applicable law. If qualified for a role, our talent acquisition team will contact you. Please only reach out if accommodation with the application/interviewing process is required. 

Employment Eligibility & Compliance: All offers of employment are contingent upon the successful completion of a background check, verification of licensure (as applicable), and eligibility to work in the United States without company-sponsorship. VPM complies fully with all applicable federal, state, and local laws governing nondiscrimination, confidentiality, and data privacy, including HIPAA, FERPA, and state-specific clinical/employment regulations.

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