Activities Coordinator

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Job Description: Activities Coordinator

Summary

The Activities Coordinator at Rainbow Cafe LGBTQ Center (RC) and DBA “Rainbow Community Health & Wellness” (RCHW), plays a vital role in supporting the mission of the organization by coordinating community programming, events, outreach efforts, and administrative functions. This role serves as a key point of connection between community members, clients, staff, and partners, helping to foster an inclusive, welcoming, and trauma-informed environment. The Activities Coordinator is responsible for facilitating support-based programming, assisting with the planning and implementation of community and fundraising events, promoting services through social media and community outreach, and supporting the day-to-day operations of the community center and clinic. The ideal candidate is organized, community-focused, detail-oriented, and passionate about advancing health, wellness, and social support services.

Role and Responsibilities

Programming Coordination

• Facilitate social support groups, peer support groups, and other community-based programming.
• Maintain accurate attendance records and participant data for grant reporting, program evaluation, and organizational tracking purposes.
• Serve as a point of contact regarding program policies, procedures, and expectations.
• Assist with participant recruitment, engagement, and retention efforts.
• Collaborate with staff and leadership to evaluate existing programs and identify opportunities for improvement and growth.
• Support the development and implementation of new programming that aligns with organizational goals and community needs.
• Ensure programs and activities are delivered in a welcoming, inclusive, and trauma-informed manner.
• Maintain confidentiality and protect participant information in accordance with organizational policies and applicable regulations.

Event Coordination

• Assist in planning, organizing, and facilitating community events, health and wellness events, educational workshops, and fundraising activities.
• Assist with event logistics, including scheduling, setup, volunteer support, vendor communication, and participant engagement in collaboration with leadership.
• Assist with event budgeting and tracking expenses in collaboration with leadership.
• Support marketing and promotional efforts to maximize attendance and community participation.
• Collaborate with staff, volunteers, and community partners to ensure successful event execution.
• Participate in brainstorming and developing new event concepts that support organizational priorities and community interests.
• Assist with event evaluation and reporting to measure impact and identify areas for improvement.

Social Media and Community Outreach

• Develop and publish content across organizational social media platforms to promote health and wellness services, support groups, programs, and events.
• Assist with creating marketing materials, event announcements, and community engagement campaigns.
• Help maintain a consistent and professional organizational presence across digital communication channels.

Administrative and Community Center Support

• Serve as the first point of contact for community members, clients, and participants entering the community center or clinic.
• Provide welcoming, respectful, and trauma-informed care and communication to all individuals seeking information or services.
• Maintain a working knowledge of all organizational programs, events, services, resources, and referral options.
• Assist community members and prospective clients in accessing appropriate services and resources.
• Maintain a clean, organized, and welcoming community center environment.
• Support routine administrative tasks, including data entry, filing, scheduling assistance, inventory management, and general office support.
• Participate in staff meetings, training, and organizational initiatives.
• Contribute to a collaborative, inclusive, and trauma-informed workplace culture.
• Perform other duties as assigned to support organizational operations and mission fulfillment.

Grant Management and Contribution

• Collaborate with the leadership in the grant application and documentation processes, specifically providing data on community needs and reach.

Community Relations and Ambassadorship

An ambassador is a person who promotes a nonprofit’s mission, values, and goals. They are a representative of the organization, and their role is to help spread the word about the nonprofit's work. It is vital to our organization that our team members share our passion for our community.

• Represent RCHW/RC at pride festivals, health fairs, town halls, and other public forums to improve the visibility and credibility of the organization.
• Cultivate and maintain high-level partnerships with local businesses, faith-based organizations, and schools to create "safe-entry" points for the LGBTQIA community.
• Publicize the organization’s mission and upcoming clinical services through both digital and grassroots marketing efforts.
• Collaborate with leadership to identify opportunities to increase awareness of services, programs, and community resources.
• Support outreach initiatives that strengthen relationships with community members, programming participants, clients, referral partners, and partner organizations.

Qualifications

• Must hold a valid state of IL Driver's License.
• Must be willing and able to pass a DCFS background check.
• Must be first aid/CPR and bloodborne pathogens (BBP) exposure prevention certified (if not certified, must be willing to undergo training and be able to pass the certification).
• Must demonstrate excellent public speaking, written, and verbal communication skills.
• Must be comfortable engaging with diverse populations in a variety of settings (e.g., street outreach, professional conferences, social venues).
• Able to work independently or collaboratively, often requiring a flexible schedule including evenings or weekends for community events.
• Prior experience working with LGBTQIA organizations is highly preferred.
• Experience in community organizing, public health outreach, or marketing within a nonprofit setting is highly preferred.
• Experience in leadership is highly preferred.

Availability and Scheduling

This role is part time at 20 hours per week. This role requires a combination of regularly scheduled and flexible work hours to support organizational programming, events, and community engagement activities. Required availability includes:

• Thursday and Friday afternoons on a consistent basis.
• Occasional Wednesday afternoon availability as programming and event schedules require.
• Rotating Thursday and Friday evening shifts.
• Occasional weekend availability, including Saturdays and Sundays, for community events, fundraising activities, and special programs. Weekend work is not expected to exceed three (3) weekend days per month.

Work schedules are posted approximately one month in advance whenever possible. While the role includes some regularly scheduled hours, employees should be comfortable with a schedule that varies based on program needs, community events, and organizational priorities. Flexibility, reliability, and the ability to adapt to changing program and event schedules are essential components of this role.

Work Environment

This role works in a community center and clinic environment and does not include the ability to work remote. All scheduled shifts will be in person.

Introductory Period

The first 90 days is considered an introductory period for new employees.

During this period, the new employee will become familiar with Rainbow Community Health & Wellness and their specific job responsibilities and the employee’s supervisor will monitor and evaluate their performance.

Successful completion of the introductory period may result in increased hours or hourly pay.

Completion of this introductory period does not imply guaranteed or continued employment.

Nothing that occurs during or after this period should be construed to change the nature of the “at-will” employment relationship.

Compensation and Benefits

$16 per hour, with potential for increase after Introductory Period

Paid time off and multiple paid holidays per year

Additional benefits dependent on employee eligibility

Equal Employment Opportunity

The organization is committed to creating and maintaining a diverse, inclusive, and equitable workplace. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

Pay: From $16.00 per hour

Benefits:

• Paid time off

Work Location: In person

Salary : $16