Administrative Coordinator

Eastern Maine Development Corporation's HOPE/PaS program is hiring an Administrative Coordinator. Higher Opportunity for Pathways to Employment (HOPE) and Parents as Scholars (PaS) serve participants ages 16 to 64 who are parenting, attending a post-secondary education or training program, and meet specific income criteria. These workforce development programs connect participants to the resources and supports necessary to complete education and training programs that lead to employment and career advancement.

The HOPE/PaS Administrative Coordinator serves as the central administrative hub for the program, supporting the Director of Student Navigation and Success, Student Navigators, institutional partners, and Department staff through participant referral tracking, record management, scheduling, communication coordination, documentation management, and reporting support.

The Coordinator is responsible for receiving and tracking participant referrals, maintaining participant records and rosters, coordinating navigator assignments, supporting communication among stakeholders, maintaining schedules and program documentation, and assisting with reporting and administrative requirements. This position plays a critical role in ensuring information is organized, accessible, and communicated effectively to support efficient program operations and participant success.

Working closely with program leadership, the Coordinator maintains awareness of program requirements, documentation expectations, reporting timelines, and administrative procedures to support the successful implementation of the HOPE and PaS programs.

ESSENTIAL SKILLS

• Strong organizational, administrative, and time-management skills.
• Exceptional attention to detail and ability to maintain accurate records and documentation.
• Strong written and verbal communication skills.
• Ability to integrate benefits, schedules, resources, and activities across multiple stakeholders.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Working knowledge of confidentiality standards, documentation requirements, and reporting processes.
• Strong customer service and relationship-building skills.
• Proficiency with Microsoft Office products, spreadsheets, databases, virtual meeting platforms, and document management systems.
• Ability to compile, organize, and maintain information for reporting and administrative purposes.

EDUCATION AND EXPERIENCE REQUIREMENTS

• Associate's Degree required; Bachelor's Degree preferred.
• Two (2) years of experience providing administrative, program support, project coordination, or related services.
• Experience maintaining records, tracking information, preparing reports, and coordinating administrative activities.
• Understanding of higher education systems, workforce development programs, student support services, or public assistance programs preferred.
• Knowledge of barriers faced by low-income parents and at-risk students preferred.
• Ability to work independently while maintaining strong collaboration with team members and partners.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.

DUTIES AND RESPONSIBILITIES
Program Knowledge and Resource Coordination

• Develop and maintain a working knowledge of HOPE and PaS program requirements, policies, procedures, and participant eligibility criteria.
• Maintain awareness of federal, state, institutional, and community resources available to support participants.
• Maintain and update resource guides, referral information, and program materials.
• Support dissemination of program updates, policy changes, and resource information to staff and partners.

Referral and Participant Tracking

• Serve as the primary point of receipt for participant referrals received from the Department.
• Maintain referral tracking systems documenting referral receipt, assignment to Student Navigators, and participant status.
• Coordinate referral assignments with the Director of Student Navigation and Success and communicate assignments to Student Navigators.
• Maintain participant rosters and tracking reports required for program administration and reporting.
• Track participant intake activities, required documentation, and key participant milestones.
• Maintain records related to participant enrollment status, anticipated completion dates, and other required reporting elements.
• Assist in compiling participant information requested by program leadership and the Department.

Program Coordination and Administrative Support

• Coordinate schedules, meetings, trainings, and travel arrangements for program staff.
• Maintain program calendars, navigator schedules, office hours, and coverage plans.
• Prepare meeting agendas, reports, correspondence, presentations, and meeting notes.
• Support onboarding activities and maintain organized electronic and physical program records.
• Assist with special projects, event planning, and administrative activities as assigned.

Data Management and Reporting Support

• Assist with data entry, record maintenance, and reporting activities.
• Track required documentation, reporting deadlines, and administrative requirements.
• Compile information and supporting documentation for reports, monitoring activities, and contract deliverables.
• Support the collection and organization of participant and program data.
• Maintain confidential participant and program information.
• Prepare reports and supporting materials for review by program leadership.

Communication and Partner Support

• Serve as an administrative point of contact for internal staff, educational institutions, community partners, and Department representatives.
• Coordinate meetings, communications, and information sharing among stakeholders.
• Support outreach activities, trainings, partner meetings, and program events.
• Assist with distribution of program information, updates, and resource materials.

Student Navigator Support

• Coordinate Student Navigator schedules, campus assignments, office hours, and coverage plans.
• Maintain shared calendars, communication systems, and resource libraries.
• Communicate important deadlines, meetings, updates, and administrative requirements to navigator staff.
• Assist Student Navigators with administrative needs, resource requests, travel coordination, and access to program materials.

Training and Documentation Tracking

• Maintain records of required trainings, certifications, and professional development activities.
• Track completion of required trainings and communicate deadlines and outstanding requirements.
• Distribute training materials, policy updates, and procedural guidance.
• Maintain organized records of training participation and related documentation.

Administrative Support to Program Leadership

• Provide administrative and coordination support to the Director of Student Navigation and Success and organizational leadership.
• Maintain tracking systems and documentation supporting program administration and reporting requirements.
• Prepare reports, presentations, meeting materials, and correspondence.
• Assist with administrative activities that support successful program implementation and participant service delivery.

OTHER DUTIES

• Perform other duties as assigned.

WORKING CONDITIONS
This is an in-person position located either at EMDC's Central Office or at a designated Maine Community College campus location.

Pay: $44,000.00 - $47,000.00 per year

Benefits:

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

Work Location: In person

Salary : $44,000 - $47,000