Program Operations Coordinator

Position Summary

The Program Operations Coordinator – Community Services is a dual-role position responsible for supporting administrative operations across Community Services programs (60%) and providing direct case management support for participants enrolled in the Career Connections program (40%).

This position works in direct support of the Senior Director of Program Operations and plays a critical role in ensuring day-to-day operational efficiency, program coordination, and alignment with organizational priorities. The role also supports grant coordination, auxiliary program management, and basic fiscal oversight to ensure programs are operating effectively, remain compliant with funding requirements, and meet performance targets.

The ideal candidate is highly organized, detail-oriented, and able to manage competing priorities while supporting both leadership and participants.

Administrative Support (60%)

Provide high-level administrative and operational support to the Senior Director of Program Operations and Community Services programs.

• Serve as the primary administrative liaison supporting the Senior Director of Program Operations
• Coordinate calendars, meetings, trainings, and cross-program initiatives on behalf of leadership
• Support implementation of strategic initiatives and program priorities as directed by the Senior Director
• Maintain accurate and up-to-date program records in designated data systems (e.g., Apricot or other databases)
• Support data entry, reporting, and tracking of program outcomes, KPIs, and deliverables for leadership review
• Prepare reports, presentations, and documentation to support decision-making and program oversight
• Coordinate communication between leadership, staff, participants, and external partners
• Assist with invoice tracking, vendor coordination, and documentation for program-related activities
• Support budget tracking, expense monitoring, and fiscal documentation to ensure alignment with approved program budgets
• Assist in fiscal review processes and provide organized documentation to support financial oversight
• Ensure compliance with organizational policies, funding requirements, and documentation standards
• Support audit preparation, monitoring activities, and corrective action follow-up

Grant Coordination & Auxiliary Program Support

Provide coordination and administrative support for grant-funded and auxiliary program initiatives under the direction of the Senior Director.

• Support grant writing efforts by compiling program data, outcomes, and required documentation for proposals and reports
• Track grant deliverables, timelines, and reporting requirements to ensure compliance
• Assist with preparation and submission of grant reports in collaboration with leadership
• Coordinate implementation of auxiliary programs, pilots, and special initiatives
• Monitor program performance indicators and support leadership in identifying trends, risks, and opportunities for improvement
• Ensure program activities align with funding requirements and organizational goals

Case Management – Career Connections (40%)

Provide direct, participant-centered case management services to support workforce readiness, career advancement, and self-sufficiency.

• Develop, monitor, and maintain individualized service plans aligned with participant goals
• Provide ongoing case management, including regular check-ins, coaching, and progress tracking
• Connect participants to workforce development resources, training programs, and employment opportunities
• Assist participants with resume development, job applications, and interview preparation
• Coordinate referrals to supportive services (e.g., childcare, transportation, financial literacy, and other barrier-reduction supports)
• Maintain accurate, timely, and compliant case notes and documentation in the designated data system
• Ensure all participant records are complete, current, and aligned with program and funding requirements
• Track participant progress toward key milestones, including training completion, credential attainment, and employment placement
• Monitor engagement and proactively address barriers to participation and retention

Minimum Qualifications

• Bachelor’s degree in Business Administration, Social Services, or a related field preferred
• Minimum of 2 years of administrative and/or case management experience (experience in both strongly preferred)
• Experience supporting grant-funded programs, budget tracking, or program coordination preferred
• Experience working within workforce development, human services, or community-based programs preferred
• Proficiency in Microsoft Office (Word, Excel, Outlook) and data management systems (e.g., Apricot or similar platforms)
• Strong organizational, time management, and problem-solving skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment