HUGS Family Services Program Coordinator

The HUGS Family Services Program Coordinator is responsible for planning and implementing program activities and events, which benefit families and children with life-threatening illnesses. Primary responsibilities include planning, coordination and implementation of HUGS activities and special events for families and children, building positive relationships with HUGS families, children and community partners and staff in alignment with HUGS policies, procedures, evaluation and strategic vision. The Family Services Program Coordinator will ensure high quality, impactful service delivery for families with children who have a serious illness and will represent the mission and values of HUGS with passion and enthusiasm.

Program Coordination and Implementation:

Plan, coordinate and implement appropriate activities and events for the following programs: monthly Family Dinners, monthly Moms and Dads Nights, annual SibCamp, special family events, monthly respite nights at various locations on Oahu or online.

Provide leadership and technical oversight of assigned program activities and events.

Work closely and positively with community and business event sponsors in the planning and coordination of activities/events.

Contact and follow up with family members to confirm and encourage participation in activities prior to each activity.

Plan and maintain annual calendar of program activities and events.

Conduct monthly follow up with HUGS families via telephone calls to ensure that HUGS programs being utilized are appropriate and to assess changing needs.

Work closely with other program staff to assist in successful implementation of all HUGS program activities/events.

Adhere to and implement policies and procedures at all activities and events that ensures a safe, nurturing and orderly environment for HUGS families, children, volunteers, donors, community partners and staff

Program Support:

Assist with implementation of Hospital Visitation program activities, as needed.

Assist with implementation of Ho`okele case management activities, as needed.

Assist with other program activities in collaboration with other program staff.

Handles emergencies and injuries in a safe and professional manner, including adhering to reporting requirements.

Diligently steward HUGS’ resources to support the highest and best use of HUGS’ fiscal and human resources.

Regularly and promptly inform Family Services Program Manager of any issues of concern, changing family needs and/or trends impacting the quality of HUGS programs.

Volunteer Coordination Support:

Assist in the training and supervision volunteers and student interns to support operations of HUGS activities/events.

Work closely with HUGS program staff to ensure proper and meaningful utilization, training, supervision and recognition of volunteers, corporate sponsors, donors, community resources/partners and student interns.

Ensure assigned tasks/projects for student interns are in alignment with course requirements and learning objectives.

Maintain positive relationships and communication with volunteers, student interns and corporate sponsors.

Community Outreach, Education and Collaboration:

Represent HUGS at community events, as needed, to educate the community about HUGS in a positive and professional manner.

Establish and maintain positive working relationships with key service delivery partners, community and corporate partners.

Family Communications:

Prepare, layout, and edit articles for HUGS’ monthly FamiLynk newsletter and distribute to HUGS families.

Maintain active and prompt communication with families on a regular basis.

Program Reports, Data Collection & Evaluation:

Actively participate in the development and implementation of program outcomes, measurements and evaluation tools and systems for program and service delivery improvements, which meet client needs and organizational effectiveness.

Enter written documentation of follow-up contacts, event details and make recommendations for service modifications, as appropriate.

Keep current documentation of family information and case status in HUGS database.

Maintain current records of family member participation in activities and other data as requested.

Other Duties and Responsibilities:

Practice prompt communication and effective interpersonal skills to enhance positive teamwork among all HUGS staff to accomplish goals/tasks.

Must be able to plan for and meet deadlines. Maintain a flexible work schedule to meet the demands of the job. Demonstrate initiative and work as a team player.

Convey a professional, positive and collaborative image and attitude regarding HUGS in the community.

Assist with all HUGS fundraising activities, development and agency-wide events, as needed.

Other duties and responsibilities as assigned by the Family Services Program Manager and/or Executive Director.

Knowledge and Skills Requirements:

Must be able to multi-task, pay attention to details and possess strong organizational skills, planning and follow through skills.

In-depth knowledge of family support strategies and programs and childhood medical systems.

Ability to maintain highly sensitive and confidential material and information.

Ability to set priorities, research, problem-solve, plan strategically for short-term and long-term outcomes and make independent decisions with minimal supervision.

Ability to build and strengthen relationships and collaborations with diverse government, nonprofit and community agencies and for profit businesses.

Ability to be responsive and flexible to meet changing needs for HUGS and its families..

Excellent written and verbal communication skills as well as the ability to relate to and communicate effectively with diverse populations.

Proficiency in MS Office Suite software programs, Adobe Professional X, Canva or other graphic design software, and Zoom video conferencing.

Education and Experience Requirements:

Graduation from an accredited college or university with a minimum of Bachelors Degree in Social Work, Family Resources, Sociology or related field.

At least two (2) years experience in working with families and children and volunteers.

At least two (2) years experience in project planning and implementation.

Demonstrated knowledge of child development and age-appropriate developmental activities.

Ability to manage self-care necessary to remain in good physical and psychological character to best work with all program staff, volunteers, families and children, community partners, donors and special populations.

Working Conditions:

Indoors in an air-conditioned office; outdoors; frequent visits to community sites that may be outdoors.

Equipment Used:

Operates computer, phone system, calculator, copier and postage machines. May operate other program equipment, as required. Ability to safely operate HUGS van required.

Hours:

Generally Mondays through Fridays, 8:00 am to 5:00 pm, but can include up to two evening events per month and up to two weekend events per month.

Physical, Mental and Communication Demands:

Requires use of hands and fingers, handle or feel objects, use tools and/or controls, reach with hands and arms, sit, climb, balance, stoop, kneel, crouch. Ability to lift a minimum of 20 lbs.

Must be able to speak, read and write English. Ability to read, comprehend and write instructions, correspondence and memos.

Must have valid Hawaii driver’s license and regular access to reliable personal vehicle with current registration, safety check and insurance.

Vision abilities include close vision, depth perception and ability to focus.

In addition to being able to fulfill the physical, mental and communication demands listed above, must be able to follow safety instructions and demonstrate critical and strategic thinking. Must be able to work on multiple tasks simultaneously and meet multiple deadlines. Must be able to prioritize tasks to meet overall goals in a timely manner.

Requires ability to work under a high degree of stress related to duties that require constant attention and meeting deadlines.

Must clear criminal history background check, and child sexual abuse background check.

Must provide medical documentation of TB clearance (negative PPD), MMR and Varicella immunizations, and COVID vaccine (with exceptions).

Maintains a professional appearance and conduct during all business activities.

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Application Question(s):

• Why are you interested in this position?
• Please share your experience in assisting/coordinating events.
• Do you prefer to work alone or as part of a team?
• Are you able and willing to work one to two week nights per month and one to two Saturdays per month?

Ability to Relocate:

• Honolulu, HI 96816: Relocate before starting work (Required)

Work Location: In person