Content Operations Coordinator

🇺🇸In-Person - United States$38K–$52K/yri1h ago

Corporate Operations Content Operations Project Management Workflow Coordination Compliance Documentation Vendor Management

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Summary

The Content Operations Coordinator serves as the operational hub for seamless, high-quality content delivery at Colibri Group, managing workflow execution from intake through production while maintaining governance, documentation, and compliance standards. This role is critical for keeping high-volume, stage-gated workflows organized, audit-ready, and on track across multiple content strategy and production teams.

Key Responsibilities: Day-to-day responsibilities include managing contracts and SOW administration, executing AI-assisted production workflows with quality assurance checks, coordinating content intake and compliance documentation, maintaining course mapping and tagging systems, managing SME talent databases and scheduling, and serving as the point of contact for copyright and permissions governance. The role involves tracking deliverables, maintaining version control, submitting change orders, and providing operational support across multiple teams.

Skills & Tools: Required skills include strong organizational and project coordination abilities, proficiency with content management and tracking systems, attention to detail for compliance and audit readiness, and experience with AI-assisted workflows and documentation governance. The ideal candidate should excel at bringing order to complexity, managing high-volume workflows, and communicating effectively across multiple stakeholder groups.

Qualifications: Minimum 2+ years of experience in content operations, publishing coordination, project/program support, or equivalent combination of education and experience. Strong organizational skills and ability to manage structured, stage-gated workflows are essential (qualifications section was truncated in job description).

Location: United States

Compensation: Not provided by employer. Typical compensation for this role is $48,000 – $62,000/year based on title, seniority, and location.

Job Description

At Colibri, culture is a critical part of our collective success, and we live our values everyday: Love, Joy, Boldness, Teamwork and Curiosity. These values guide our interactions with each other, our customers, and the community as a whole. We have a rich and storied history. Colibri is one of the pioneers of online professional education, introducing some of the first web-based professional education courses in 2001. Today, the company’s family of brands are the leading online professional education platforms in their respective end-markets. We proudly serve >1 million customers annually and employ more than 1,500 mission-aligned professionals. To learn more, please visit: www.colibrigroup.com Position Summary The Content Operations Coordinator is the engine behind seamless, high-quality content delivery. This role serves as a central hub for workflow execution, ensuring content moves efficiently from intake through production while maintaining strong governance, documentation, and compliance standards. You’ll play a critical role in keeping high-volume, stage-gated workflows organized, audit-ready, and on track. This includes supporting contract and SOW administration, enabling AI-assisted production workflows, maintaining documentation and compliance readiness, and providing day-to-day operational support across Content Strategy, Project Coordination, Talent & Resource, and B2B Solutions. This is an ideal opportunity for someone who thrives in structured environments, enjoys bringing order to complexity, and takes pride in enabling teams to execute at a high level. What You’ll Do:

Contracts, SOWs, and Vendor Administration (10%)

Track and reconcile SME contracts and statements of work (SOWs)
Ensure milestones, deliverables, COI documentation, and payment terms are complete and accurate
Proactively identify and escalate missing documentation or exceptions, partnering with the Talent & Resource Manager and stakeholders to resolve

AI-Assisted Production Operations (15%)

Execute AI-supported workflows (e.g., drafting, copyediting, test item generation) using established SOPs and templates
Maintain human-in-the-loop quality standards, including checks for accuracy, bias, and compliance
Track AI usage and workflow adherence to support audits and continuous improvement

Content Quality Assurance (20%)

Partner with stakeholders and editorial teams to ensure content aligns with brand voice, instructional intent, and quality standards
Submit and track change orders to address content updates and corrections

Documentation Intake, Compliance & Accreditation Support (20%)

Own SME deliverable intake, ensuring completeness of required materials (COI disclosures, accreditation language, bios, supporting assets)
Maintain accurate data in content tracking systems and dashboards to support visibility across the development pipeline
Manage version control and regulatory documentation to ensure audit readiness across brands and formats
Support course updates, replacements, and periodic reviews

Copyright, Permissions & Asset Governance (10%)

Serve as the point of contact for copyright and permissions for SME-provided materials
Verify licensing and maintain documentation; escalate complex cases as needed

Course Mapping & Tagging (10%)

Execute course mapping and tagging workflows across platforms and brands
Maintain accurate and consistent tagging to support content discoverability and reporting

Talent, Resource & Scheduling Support (15%)

Maintain and update the SME talent database (availability, rates, performance insights, diversity and specialty coverage)
Coordinate SME scheduling for webinars, podcasts, and content delivery
Support onboarding processes and access provisioning
Help enforce SLAs and capacity planning to keep workflows on track

What You'll Bring:

2+ years of experience in content operations, publishing coordination, or project/program support (or equivalent combination of education and experience)
Strong organizational skills with a high level of attention to detail and documentation accuracy
Proven ability to manage multiple priorities in a structured, process-driven environment
Experience working with project management tools (e.g., Monday.com), shared documentation platforms, and spreadsheets
Comfort navigating multiple systems and collaborating across cross-functional teams
Familiarity with LMS or content management systems

Preferred Experience:

Experience working in accredited continuing education environments (e.g., CME, CNE, CPE)

Familiarity with accreditation standards such as ACCME, ANCC, or ACPE

Exposure to digital learning production workflows and/or AI-assisted content development with human review

Colibri Group welcomes applicants from all backgrounds and experiences, and we understand that not every candidate will meet every requirement listed in the job description. Research has shown that women and people of color may be less likely to apply to jobs unless they feel they meet every qualification, and we want to actively combat this bias in our hiring process. If you're excited about the role and believe you have the skills and experience to contribute to our team, we encourage you to apply, even if your background doesn't align perfectly with every qualification listed. We are committed to building a diverse and inclusive workplace, and we believe that diversity of perspectives and experiences is essential to our success. You may be just the right candidate for this role or another position within our organization. Don't hesitate to take the leap and apply today!