Program Operations Coordinator

Program Operations Coordinator – Community ServicesThe 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%)Serve as the primary administrative liaison supporting the Senior Director of Program OperationsCoordinate calendars, meetings, trainings, and cross-program initiatives on behalf of leadershipSupport implementation of strategic initiatives and program priorities as directed by the Senior DirectorMaintain 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 reviewPrepare reports, presentations, and documentation to support decision-making and program oversightCoordinate communication between leadership, staff, participants, and external partnersAssist with invoice tracking, vendor coordination, and documentation for program-related activitiesSupport budget tracking, expense monitoring, and fiscal documentation to ensure alignment with approved program budgetsAssist in fiscal review processes and provide organized documentation to support financial oversightEnsure compliance with organizational policies, funding requirements, and documentation standardsSupport audit preparation, monitoring activities, and corrective action follow-upGrant Coordination & Auxiliary Program SupportProvide 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 reportsTrack grant deliverables, timelines, and reporting requirements to ensure complianceAssist with preparation and submission of grant reports in collaboration with leadershipCoordinate implementation of auxiliary programs, pilots, and special initiativesMonitor program performance indicators and support leadership in identifying trends, risks, and opportunities for improvementEnsure program activities align with funding requirements and organizational goalsCase 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 goalsProvide ongoing case management, including regular check-ins, coaching, and progress trackingConnect participants to workforce development resources, training programs, and employment opportunitiesAssist participants with resume development, job applications, and interview preparationCoordinate 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 systemEnsure all participant records are complete, current, and aligned with program and funding requirementsTrack participant progress toward key milestones, including training completion, credential attainment, and employment placementMonitor engagement and proactively address barriers to participation and retentionRequirementsBachelor's degree in Business Administration, Social Services, or a related field preferredMinimum 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 preferredExperience working within workforce development, human services, or community-based programs preferredProficiency in Microsoft Office (Word, Excel, Outlook) and data management systems (e.g., Apricot or similar platforms)Strong organizational, time management, and problem-solving skillsExcellent written and verbal communication skillsAbility to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environmentSalary Description $21.97-$25.27/hr BOE