Program Administrative Coordinator

Position Summary: Seeking a detail-oriented coordinator for temporary, full-time support to the Partnerships & Business Development Manager. Responsibilities include managing workflows, maintaining records, coordinating processes, responding to partner needs, and escalating issues as needed. The role covers all partnership stages: intake, onboarding, agreement, implementation, support, reporting, renewal, and closeout. Ideal Candidate: Organized, service-oriented, skilled in Excel and data management, able to handle multiple accounts and deadlines. Primary Responsibilities The coordinator will perform the following duties under the direction of the Partnerships & Business Development Manager and in coordination with External Affairs and other internal departments. A. Partner & Workflow Administration Maintain partner records and trackers Schedule meetings, prepare materials, document decisions Monitor requests, flag issues Draft routine communications, escalate exceptions Organize electronic files B. Ride Program Administration Manage partner lists and records Administer renewals, prepare forms, track status Use QuickTicket portal for account updates Serve as initial contact for routine questions, log and route issues Coordinate onboarding and implementation Support preparation of reports, check data quality C. Community Impact Partnership Support Maintain project trackers Collect and organize partner info and materials Coordinate meetings, events, and cross-department handoffs Prepare notes, logs, reports Track commitments, flag risks D. Agreement, Billing & Implementation Maintain lifecycle checklists Collect info for MOUs, amendments, invoices Track agreement status, follow up, update manager Maintain final records E. Data, Reporting & Process Improvement Maintain data for reporting Prepare operational reports and dashboards Use Excel, portals, and trackers for data management Develop templates and procedures Identify and recommend improvements Handle information per policy F. General Coordination Maintain weekly work queue, communicate progress Support related initiatives as needed Perform other duties as assigned 4. Expected Deliverables and Initial Priorities First 30 Days: Complete onboarding/training Validate records, identify urgent needs Establish work queue and reporting By 60-90 Days: Maintain central tracker Implement renewal calendar and workflow Organize files and templates Establish reporting cadence Ongoing: Keep records current Track support requests and actions Provide timely reports and materials Maintain templates and documentation Log issues and recommend improvements 5. Qualifications Required Qualifications 3+ years in program coordination or similar Ability to manage multiple accounts/projects Proficient in Microsoft 365 (especially Excel) Experience with CRM/record-management tools Attention to detail, organization, communication Sound judgment, confidentiality Ability to work independently and adapt Preferred Qualifications Experience in public-sector, transit, nonprofit, or institutional programs Experience with agreements, invoicing, renewals Experience with enrollment/account administration Experience with reporting and process improvement 6. Performance Expectations and Measures of Success Professional, responsive communication Accurate, timely completion of tasks Maintain current records and documentation Initiate renewals early to avoid interruptions Proactive communication of progress and issues Protect confidential information Shift repeatable work from manager to coordinator Measurement: Baselines and targets set during onboarding; measures include record completeness, renewal timeliness, action aging, follow-up turnaround, report accuracy, and process documentation. 8. Classification and TermsTemporary, full-time (~40 hrs/week) Assignment: ASAP Non-exempt support role Temp-to-hire possible, not guaranteed Supervised by Partnerships & Business Development Manager Must comply with policies, training, and access levels Scope may evolve; changes require approval Skilled Workforce