Administrative Program Coordinator

Creative Financial Staffing • Full-time • Woodbury*, MN, USA • $10 - $100 / hour • 2d ago

Youth Program & Event Coordinator

Summary:
Provide support including administrative, logistical, communications, reporting, and information management assistance to the executive director and program and operations teams. This position ensures smooth, safer, and sound program delivery and office operations to advance the mission of our client's services.

Youth Program Core Responsibilities:

Responsible for recording initial information regarding Diversion referrals, (i.e. database management, correspondence, etc.)
Coordinate Diversion Groups (letters to Clients/ class registration/reminder letters)
Responsible for recording data and producing reports for program internal and external use
Coordinate professional development logistics
Responsible for recording data and producing reports for program internal and external use
Coordinate logistics (meetings, transportation, stipends, etc.) with youth leaders and their parent/guardian
Work with Management Team to manage compensation process for youth leaders (required documentation, generate invoices, distribute stipends, etc.)
Coordinate session packet (Registration Form, Code of Conduct, Information Packet, etc.) based on program templates

Administrative Core Responsibilities:

Maintain a welcoming reception area for board, staff, clients and visitor
Manage and update phone system based on needs of organization
Distribute incoming and process outgoing mail and deliveries
Maintain and update contact information for all employees and consultants
Maintain a copy of the Employee Handbook, Payroll Schedule, and other materials for staff reference
Manage facilities and coordinate with vendors per policy
Purchase supplies and organize and submit supply receipts for payment processing
Maintain an inventory of supplies, technology equipment and informational & promotional materials
Develop and maintain directory of vendors
Facility recommendations to ensure safety, upkeep, and communication
Facility tours for rental/lease opportunities

Event Management Core Responsibilities:

Manage inventory of and create check out process for staff to use display materials at onsite and/or off-site events
Maintain organization-wide calendar of internal and external activities, events, program dates, etc
Organize staff meetings including scheduling, preparation and distribution of documents, room set up, audio visual, and taking and circulating meeting notes
Register the Management and Program Teams for professional development, events, and make travel arrangements as needed
Manage event logistics according to budget and policies & procedures
Manage annual Resource Development Plan for individual donors, funders, and partners
Coordinate with Administrative Team to meet outcomes to strengthen & improve connections with supports
Create and coordinate volunteer recruitment, training, and coordination when applicable
Provide support of Board of Directors as instructed and authorized by the Executive Director
Manage and provide oversight of organization databases
Serve as an in-house expert and training resource for staff in utilizing the existing program database
Generate reports to meet internal & external requests
Communicate with staff to troubleshoot and/or make updates to ensure accuracy and relevance of system
Facilitate data collection, disaggregation, reporting, and presentation
Compose data narrative reports to meet funding reporting requirements
Manage online presence to enhance brand via online platforms (social media, website, etc.)

Work Model:
Hybrid, with 3-4 days per week required in office in Woodbury

Compensation:
$49,000 - $63,000 annual earnings

#ZRCFS
#INDEC2024

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