Program Coordinator Sample Job Descriptions

We’re looking for an experienced program coordinator to join our team, and as an ideal candidate, you have proven experience planning and organizing programs and activities as well as carrying out a variety of administrative and program management tasks. The program coordinator is responsible for providing a level of service that will help maintain pharmaceutical manufacturer relationships. This position will work closely with program managers and existing manufacturer clients to ensure that their programs are designed effectively by handling customer inquiries and providing oversight to program processes.

Typical duties and responsibilities

• Plan and coordinate programs and activities
• Monitor implementation of program policies and practices
• Keep programs on schedule and budget
• Support program growth and development
• Coordinate program communications
• Manage staff, including assignments, workloads, and schedules
• Oversee fundraising operations and community outreach for programs 
• Coordinate activities of all program stakeholders
• Schedule and run meetings and events
• Manage technology, such as video conferencing and presentation software, for programs
• Create and maintain program records, reports, presentations, and proposals

Education and experience

• Bachelor’s degree in business administration or related field
• 2+ years of experience as a program coordinator or in a similar management role

Required skills and qualifications

• Ability to make sound decisions and judgments
• Able to coordinate and organize meetings and special events
• Intermediate skills in the use of personal computers and related software applications
• Able to organize resources and establish priorities
• Excellent interpersonal and communication skills
• Strong leadership qualities
• Detail-oriented
• Working knowledge of finance, accounting, budgeting, and cost control procedures
• Familiar with communication principles and marketing techniques
• Ability to gather and analyze statistical data and generate reports

Preferred qualifications

• Intermediate proficiency in MS Office
• Experience in a fast-paced environment
• Master’s degree in business administration or similar field
• Experience in budgeting, bookkeeping, and reporting
• Experience in a supervisory role
• Experience in event planning

The purpose of the Mentor Program Coordinator position is to manage and support ABC Company’s Mentor Program in (City, State). The Mentor Program Coordinator is responsible for the curriculum delivery, management (including volunteers), evaluation, media collection, and reporting of the first two years of ABC’s mentoring program. The position will additionally support the Program Manager with ABC’s Jr. Mentor program. This position may be tasked with supporting the organization at local events.

Job responsibilities

1. Program Management

• Primary lead of the first two years of the mentor program, including: communications, logistics, scheduling, registrations, curriculum delivery, fee-for-service collection, and mentor support
• Assist the program manager in mentor training
• Primary lead in all communications with year 1 & 2 program stakeholders including youth, families, and mentors
• Tracking for program-related data, including: student registrations, attendance, program evaluations (i.e., surveys), and fee-for-service collection using ABC’s Civicore database
• Manage program gear – organize, pack, and distribute soft goods for on-hill programs
• Attend Mentor Program days including evening trainings and workshops and weekend ride days and service projects
• When needed, assist the Learn to Ride Program Coordinator with Learn to Ride registrations and ride days

2. Program Facilitation

• In conjunction with the Program Manager, facilitate workshops for the Mentor Program. This includes managing and facilitating workshop curriculum and objectives, working with participants and volunteers and continued follow-up throughout the winter season to ensure workshop goals are met – requires evening commitment
• Assist Program Manager in facilitation of the Junior Mentor Program for high school youth including workshops, ride days, and industry days; help to supervise cohort of Junior Mentors with Year 1 and 2 of the Mentor Program

3. Volunteer Management

• Assist with recruiting, managing, and background checking mentors – providing clear direction, expectations, and training on ABC program risk management and curriculum
• Maintain on-going communications and active engagement of mentors

4. Partner and Community Engagement

• Conduct outreach to individuals and community partners for assistance with recruitment of youth, volunteers, and seasonal staff creating awareness for ABC programs in the community

Other job duties

Contribute to the organization’s overall management to successfully achieve the ABC Company mission. Maintain and develop knowledge of the community needs & resources and best practices in the youth development & outdoor education fields. Develop best practices to achieve strategic priorities, program efficiency, and successful time management. Represent ABC Company in the larger community. At times, support non-program functions that may include: fundraising, marketing, special events, and program design. Develop and maintain a diverse workforce – maximizing the potential of all workers by assuring a culture of competence and respect. Create a work climate that is inclusive, free of bias, and culturally sensitive.

Minimum education and experience

A combined minimum of one year of experience in the following: program development, management, implementation; or administration; youth development & engagement; and/or outdoor education. Comparable experience in terms of time and background in similar fields and education/degrees will be considered.

Knowledge, skills, and abilities

The ideal candidate should be organized, a self-starter, a strong communicator, able to effectively manage varied tasks, and have strength in managing and supporting a diverse group of youth, families, and volunteers. The candidate should have experience and familiarity in youth program implementation and ability to manage staff/volunteers.

Preferred candidates should demonstrate some or all of the following:

• Strong computer and time management skills – with proficiency with Google Suite and online databases (e.g., Civicore)
• Ability to communicate and organize effectively – both verbal and written
• Experience in program implementation, management, and evaluation through a race equity lens
• Knowledge of sports-based/outdoor youth development, public education, and youth engagement
• Experience, comfort, and passion in working with youth with a variety of risk factors
• Experience in volunteer recruitment and management
• Experience working cooperatively with community groups and stakeholders
• Familiarity and excitement for outdoor adventure sports
• Snowboarding/skiing proficiency and knowledge of mountain safety
• Valid Driver’s License required – comfort and familiarity with mountain driving conditions a plus
• Preference given to Bilingual (Spanish) candidates

Physical aspects of the job

This position requires the ability to: travel within the service area (including mountain regions); sit at a desk for extended periods of times using the computer, telephone, and e-mail systems; lift 50 pounds; lead meetings and speak in public; and familiarity and comfort with high alpine, winter environments.

Provides management for an education, research, and/or operations program/project, recommending goals, assessing feasibility and ongoing performance, and providing day-to-day oversight of administrative and operational functions.

The Phonathon Program Coordinator is responsible for the day-to-day management of the Phonathon program, including: hiring, training, scheduling, and firing student callers; managing the automated calling software (CampusCall); and preparing statistical reports to track performance of students and calling segments.

Specific responsibilities

Administration

• Manages day to day operations of Phonathon program
• Ensures that Phonathon mission, values, guidelines, policies & procedures are implemented & maintained
• Compiles & analyzes data; prepares reports
• Reviews processes and recommends changes to improve functioning of Phonathon program
• Identifies service improvement opportunities that will better enable Phonathon to achieve its goals and objectives
• Acts as liaison to CampusCall to ensure technology systems are properly installed & maintained

Budgets & Financial

• Participates in budget preparation
• Maintains budget & associated analysis & reports
• Enters individual and/or summary of transactions into journals &/or general ledger or other ABC Company enterprise system
• Reviews; ensures approval based on alternatives regarding practice & policy; analyzes and classifies transactions in accordance with established chart or coding of accounts; creates new accounts; prepares, processes, reconciles & provides receipts (as appropriate) for transactions
• Processes transfer and/or appropriation charges & may balance and/or close accounts
• Troubleshoots problems; performs vendor/account research as needed; obtains additional information or provides instruction & guidance by phone, US- or e- mail from customers/vendors; corrects or escalates

Human Resources

• Ensures human resources programs, policies, & procedures are implemented and consistently applied
• Manages hiring process each quarter
• Approves weekly timecards for all students.
• Coordinates all or portions of the talent management lifecycle (sourcing, selecting, developing, coaching, rewarding, recognizing, managing information, and optimizing talent.)
• In consultation with management & Central HR, administers HR solutions
• Maintains excellent working relationship with Office of Human Resources

Supervision

• Supervises 65 student callers and 10 student supervisors each quarter and provides work direction
• Conducts multiple training sessions per quarter for new and returning callers
• Engages with callers during shifts to coach, offer advice, and improve morale
• Tracks caller performance and statistics during each shift, and adjusts calling assignments as necessary to optimize results
• Holds weekly team meetings with student supervisors to discuss program performance and strengthen the team
• Conducts quarterly performance reviews with each student supervisor to help build their skills. Focus on retaining good callers every quarter and coaching callers who are underperforming

Miscellaneous

• Performs other duties as assigned

Minimum qualifications

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor’s or higher degree; OR appropriate combination of education and experience

Minimum competencies: (skills, knowledge, and abilities.)

• Organization, detail-oriented, able to take verbal/oral instruction
• Excellent oral and written communication skills, including the ability to report up, as well as strong organizational and creative skills
• Experience leading a team
• Experience as a student caller

Preferred qualifications

• Experience as a manager of a telemarketing program, preferably within higher education
• Bachelor’s in business, accounting or a related field + 1 year program administration or similar experience
• 3 years program administration or similar experience

ABC Company is helping the world’s largest social network find a Program Coordinator to help its Community Access Program support direct engagement, data analysis, process management, administration, and the ongoing design/development of the company’s Economic Opportunity initiative.

The ideal candidate has project coordination experience, a history in diversity and inclusion (D&I) work, and a passion for community programs.

Responsibilities

• Project coordination and scaled operations:
  • Be a primary point of contact for the Community Access program initiatives
  • Develop and coordinate projects to ensure consistent engagement with state policy programs and recruiting on key priorities
  • Lead planning and execution of regional go-to market plans and projects that aim to improve the company’s community engagement experience and deliver on its goals to create economic opportunities for local communities
  • Oversee day-to-day operational and tactical aspects for strategic, community access projects and various EO Initiatives
• Process management:
  • Build, design, and deploy innovative program solutions and processes/service delivery
  • Develop/design processes to drive efficiency and effectiveness while ensuring essential KPIs/goals are met
  • Partner with teams across the company to build new processes/systems (folding them into existing ones where applicable)
• Data analysis and research:
  • Develop/maintain data reporting and dashboards for Community Access Program and EO initiatives
  • Track and analyze key operational metrics to deeply understand the support ecosystem and determine where to focus optimization efforts
  • Research, plan, and own community re-engagement—once someone becomes a community access attendee/member of the company’s programs, develop strategies and ways to further engage with broader programs and offerings for workforce development and business
  • Explore and recommend emerging technologies and techniques to support/enhance the reporting landscape along the way
• Events:
  • Manage and Coordinate strategy and process to engage with community partners across key regional sites for Community Access program events

Requirements

• 3+ years experience as a project coordinator (a history in D&I work and a passion for community programs is a plus)
• Analyst skillset—must be highly proficient in Excel as well as data and report pulling
• Highly collaborative
• Strategic mindset
• Consultive background is a huge plus
• Policy background is a plus
• HR background is a plus