Program Coordinator

Title: Program Coordinator Heritage Works (Non-Profit)

Reports To: Executive Director

Compensation: $25 to $28 per hour, Part-time

Primary Function:

The Program Coordinator serves as the primary liaison between Heritage Works and partner organizations while coordinating youth recruitment, training logistics, and day-to-day program operations. This role requires strong relationship-building skills, attention to detail, and the ability to work effectively with diverse community partners and youth participants. The ideal candidate is organized, personable, and comfortable managing multiple moving parts during seasonal program cycles.

Key Responsibilities:

Partnership Coordination & Liaison

• Serve as primary point of contact for Heritage Works partner organizations
• Conduct monthly check-ins with partners to maintain strong working relationships
• Supervises youth workforce
• Coordinate youth training and recruitment efforts through established partner networks
• Track and report on recruitment progress and partner engagement
• Support partnership development activities as needed

Youth Program Coordination

• Coordinate logistics for youth training program
• Set up training schedules, materials, space arrangements, and participant communication
• Manage day-to-day youth participant questions, scheduling, and program support
• Maintain regular communication with youth participants regarding program expectations and opportunities
• Serve as accessible resource for youth throughout program cycle

Administrative Support

• Process and track youth participant timesheets and payroll documentation
• Maintain accurate records and files for program activities and partner engagement
• Prepare routine progress updates on recruitment and program participation
• Ensure compliance with grant requirements, program policies and procedures
• Support data collection and program and grant reporting as needed
• Where would coordinate with marketing to promote activities go? Not sure if it needs a separate bullet but checking.

Program Operations

• Schedule and organize meetings with partners and program stakeholders
• Ensure technology is used effectively for virtual meetings, presentations, and communication
• Maintain organized systems for partner contact information and recruitment tracking
• Support program events and activities, which may include occasional evenings and weekends
• Follow all organizational policies including health and safety regulations

Dimensions (Including Physical Demands):

Requires prolonged sitting or standing, bending, lifting up to 20 lbs; use of office equipment such as computer, copy machine, projector, telephone, video conferencing platforms; strong attention to detail; solid project and time management skills; excellent interpersonal and relationship-building abilities; strong oral and written communication skills; ability to interact effectively with diverse individuals, partner organizations, and youth participants; flexible working hours as needed (occasional evenings and weekends during program season); regular, predictable attendance required.

Work Environment:

Work is primarily performed in an office environment but includes regular engagement at partner sites and program locations. This is a part-time position with hours varying by program cycle—lighter engagement during off-season months (September-January) and increased hours during active program season (February-August). Schedule includes occasional evenings and weekends during program and board activities.

Education and Experience:

• Bachelor's Degree preferred (in youth development, social work, community engagement, education, or related field)
• Minimum 2 years of experience in program coordination, youth programming, community engagement, or related administrative work
• Experience working with community-based organizations or partner networks strongly preferred
• Knowledge of youth development principles and practices
• Demonstrated ability to build and maintain professional relationships
• Must be able to travel efficiently to partner sites and program locations

Key Competencies/Skills:

• Relationship Building: Ability to establish trust and maintain positive working relationships with diverse partners and stakeholders
• Communication: Excellent verbal and written communication skills; comfortable communicating with youth, partners, and organizational leadership
• Organization & Detail Orientation: Strong ability to manage multiple tasks, track details, and maintain organized systems
• Cultural Competence: Ability to work effectively in multicultural environments and relate well to diverse communities
• Flexibility & Adaptability: Comfortable adjusting to changing circumstances and seasonal program demands
• Youth Engagement: Approachable demeanor and ability to connect with and support young people
• Technology Proficiency: Comfortable with standard office software, video conferencing platforms, and basic database/tracking systems
• Self-Motivation: Able to work independently while maintaining regular communication with supervisor
• Professionalism: Well-groomed, professional appearance and demeanor; represents Heritage Works positively in community
• Ethics and Integrity: Maintains confidentiality and conducts all work in tactful, ethical manner

Typical Work Cycle:

Off-Season (September-January): 15 -20 hours per week

• Monthly partner check-ins and relationship maintenance
• Recruitment planning and partner coordination
• Administrative tasks and program preparation

Active Season (February-August): 20-25 hours per week

• 1 to 3-week intensive training coordination
• Daily youth program management
• Increased partner communication
• Payroll processing and participant tracking
• Program events and activities

Heritage Works is committed to creating an inclusive environment and is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences.

Benefits:

• Paid time off

Work Location: In person