What Makes a Great Program Admin

A great program admins do more than launch the program — they actively engage stakeholders, drive participation, and demonstrate impact.

The following behaviors represent the key qualities of an effective program admin.

1. Enterprising: Secure Executive Buy-In

Strong programs start with leadership support. A great admin helps executives understand the value of mentorship so they:

• Encourage their teams to participate

• Promote the program internally

• Join the program themselves as mentors or sponsors

Executive involvement increases credibility, visibility, and participation across the organization.

2. Decisive: Align on the Right Use Case

Effective admins are clear about why the program exists. They:

• Identify where mentorship can improve retention, engagement, or performance

• Align stakeholders around specific program goals

• Move forward with clear direction instead of waiting for perfect conditions

Clarity of purpose helps the program gain momentum and deliver measurable outcomes.

3. Open Communication: Stay Aligned with Your CSM

Great admins maintain regular communication with their Customer Success Manager (CSM). They:

• Share program setup preferences and goals

• Communicate any challenges or concerns

• Notify the CSM about leadership or organizational changes

Open communication ensures the program stays aligned and supported throughout its lifecycle.

4. Excellent Recruiters: Drive Participation Strategically

Successful programs require strong recruitment efforts. Great admins:

• Involve executives in promoting the program

• Use Qooper-recommended communication templates

• Send targeted, individual invitations to strong mentor candidates

• Tie recruitment to internal workflows or milestones

Proactive outreach helps build interest and ensures a strong pool of participants.

5. Showcase Results: Share Outcomes with Leadership

Great admins regularly demonstrate the program’s impact. They:

• Share outcomes and key metrics with leadership

• Highlight success stories and participant feedback

• Connect program results to organizational goals

Consistent reporting builds trust and helps secure long-term support.

6. Referrals: Expand the Program’s Reach

Strong admins look for opportunities to grow the program. They:

• Recommend other teams or departments that could benefit

• Refer colleagues or partners who may want to start similar programs

• Help expand mentorship across the organization

Referrals help scale the impact of mentorship and strengthen the overall culture.