What are the responsibilities and job description for the Programs Support Coordinator position at Boca West Children's Foundation?
Company Description
Boca West Children's Foundation, founded in 2010, is a 501(c)(3) non-profit organization dedicated to improving the lives of at-risk children and their families in Palm Beach and Broward Counties. The Foundation collaborates with over 30 local charitable organizations, providing funding for targeted programs aimed at feeding, clothing, and supporting children in need. To date, it has raised over $22 million, with funds directly benefiting specific initiatives rather than general operating expenses. From funding abuse shelters to offering medical care and summer camps, the Foundation strives to create meaningful, positive change in the community.
Position Summary
The Programs Support Coordinator provides administrative, logistical, and communication support to help ensure the organization’s programs run smoothly and effectively. This role assists with volunteer and mentor coordination, program administration, event support, outreach, recordkeeping, and day-to-day organizational needs.
The ideal candidate is organized, detail-oriented, personable, and comfortable working with volunteers, mentors, community partners, staff, and program participants. This position plays an important role in supporting program operations, strengthening engagement, and helping create a positive experience for everyone involved.
Key Responsibilities
Volunteer and Mentor Coordination
* Assist with recruiting, onboarding, scheduling, and communicating with volunteers and mentors.
* Maintain accurate volunteer and mentor records, contact information, availability, and participation history.
* Support volunteer and mentor engagement, recognition, and follow-up.
* Help match volunteers and mentors with appropriate opportunities, programs, or events.
* Track volunteer hours, attendance, and participation as needed.
Program Administration
* Provide administrative support for programs, initiatives, and special projects.
* Assist with scheduling meetings, preparing materials, maintaining calendars, and organizing program details.
* Help collect, enter, and maintain program data, forms, reports, and documentation.
* Support communication with program participants, partner agencies, schools, families, volunteers, and mentors.
* Assist with tracking deadlines, program requirements, and follow-up tasks.
Event Support
* Assist with planning and logistics for program-related events, volunteer activities, mentor gatherings, trainings, and community engagement opportunities.
* Help coordinate event materials, supplies, registration, attendance, signage, and setup needs.
* Provide on-site support before, during, and after events as needed.
* Assist with post-event follow-up, thank-you communications, and attendance tracking.
Communications and Outreach
* Draft and send emails, reminders, updates, and other communications to volunteers, mentors, partners, and participants.
* Help maintain organized communication lists and contact databases.
* Assist with newsletters, flyers, invitations, social media content, and other program-related communications as needed.
Organizational Support
* Provide general administrative support to the programs team and organization.
* Help maintain files, spreadsheets, databases, and program records.
* Respond to inquiries in a professional and timely manner.
* Support day-to-day office needs and special projects as assigned.
* Collaborate with staff to ensure programs, events, and volunteer efforts are well-coordinated.
Qualifications
* Strong organizational and time-management skills.
* Excellent written and verbal communication skills.
* Friendly, professional, and comfortable working with diverse groups of people.
* Ability to manage multiple tasks, deadlines, and priorities.
* Strong attention to detail and follow-through.
* Experience with volunteers, mentoring programs, nonprofits, schools, community programs, or events preferred.
* Proficiency with Microsoft Office, spreadsheets, email platforms, and database systems preferred.
* Ability to work independently and as part of a team.
* Flexibility to assist with occasional events or meetings outside of regular office hours.
Physical Requirements
* Ability to sit, stand, and use a computer for extended periods.
* Ability to assist with event setup, materials, and supplies.
* Ability to lift or move event supplies as needed.