Program Coordinator

Organization: Friendship Circle of Miami Reports To: Program Director About the Organization Friendship Circle of Miami is dedicated to enriching the lives of children, teens, and adults with special needs through friendship, inclusion, and meaningful community engagement. Through innovative programs, volunteerism, and lifelong relationships, we create opportunities for individuals of all abilities to learn, grow, and thrive. As part of the Friendship Campus , Friendship Circle of Miami collaborates with Chabad of Kendall & Pinecrest and Mitzvah Kitchen to build a vibrant, inclusive community centered on connection, service, and belonging. Position Overview The Program Department Coordinator serves as a central administrative and organizational resource for Friendship Circle of Miami’s Program Department. Working closely with the Program Director, this position helps ensure that department schedules, records, communications, data, program logistics, and administrative systems remain organized, accurate, and on track. The ideal candidate is exceptionally organized, detail-oriented, proactive, and comfortable managing multiple priorities at once. This role helps create and maintain the systems that allow the Program Department to operate efficiently while supporting programs that serve individuals with special needs and their families. The Program Department Coordinator will work regularly with databases, spreadsheets, registration systems, and other digital platforms to maintain accurate information, generate reports, track departmental activity, and provide the Program Director with the information needed for planning and decision‑making. Key Responsibilities Department Coordination & Administrative Support Work directly with the Program Director to support the day-to-day organization and administration of the Program Department. Maintain departmental calendars, schedules, deadlines, program information, and organizational tracking systems. Track departmental tasks, projects, deliverables, and follow-up items to ensure deadlines are met. Assist the Program Director with department-wide initiatives, special projects, meetings, and planning. Prepare agendas, reports, presentations, meeting materials, and other documentation as needed. Maintain organized digital files, records, templates, and shared departmental resources. Help establish and maintain consistent administrative processes across programs. Proactively communicate upcoming deadlines, outstanding tasks, and areas requiring attention. Program & Event Coordination Support the planning, preparation, and execution of Friendship Circle programs, events, orientations, and community activities. Coordinate program logistics including schedules, rosters, materials, room needs, supplies, and other operational details. Assist with family inquiries, intakes, registrations, and appropriate follow-up. Help ensure program staff have accurate and up-to-date information prior to programs and events. Provide administrative and hands‑on support during programs and events as needed. Assist with communication and coordination among families, volunteers, staff, and community partners. Data Management & Reporting Maintain accurate participant, family, volunteer, enrollment, attendance, and program information within Friendship Circle databases and tracking systems. Enter, update, review, and organize information to maintain strong data integrity. Generate regular and requested reports related to enrollment, attendance, participation, volunteer engagement, program utilization, and other departmental metrics. Compile and organize data for program evaluation, planning, grant reporting, leadership updates, and decision‑making. Assist in identifying trends, gaps, inconsistencies, or missing information within departmental data. Maintain spreadsheets, trackers, and reporting tools used by the Program Department. Work with the appropriate technology staff when system troubleshooting, integrations, or technical support are required. Assist with departmental administrative responsibilities, including purchasing records, invoices, receipts, and expense tracking. Support the Program Director with budget tracking and organization of program‑related financial information. Compile program information and supporting documentation needed for grants, reports, audits, and internal reviews. Maintain organized records to ensure information can be easily accessed when needed. Assist with vendor, contractor, and program documentation as directed by the Program Director. Communication & Department Support Serve as a professional and welcoming point of contact for families, volunteers, community partners, and others interacting with the Program Department. Assist with drafting program reminders, informational materials, department communications, and updates. Help ensure consistency and accuracy across program communications. Support cross‑departmental communication when program information, schedules, or data need to be shared. Maintain professionalism and confidentiality when handling participant, family, volunteer, and organizational information. Marketing & Community Engagement Support Assist with gathering program photos, stories, highlights, and information for social media and marketing purposes. Support the development of basic program announcements, promotional materials, and social media content as needed. Assist with promoting programs, volunteer opportunities, events, and department initiatives. Provide administrative and logistical support for community outreach activities, fairs, tabling events, and partnership initiatives. Coordinate with staff responsible for marketing, website, and technology functions to ensure accurate Program Department information is communicated. Qualifications Education Associate’s or Bachelor’s degree in Nonprofit Management, Business Administration, Communications, Social Services, or a related field preferred. Experience Previous experience in administrative coordination, program coordination, nonprofit operations, event coordination, office management, or a similar highly organized role preferred. Experience maintaining databases, spreadsheets, records, or organizational tracking systems. Experience working with individuals with special needs or within an inclusive community setting preferred. Experience with social media, communications, or marketing is a plus. Exceptional organizational skills and attention to detail. Strong ability to manage multiple projects, deadlines, schedules, and priorities simultaneously. Proactive approach with strong follow‑through and the ability to work independently. Comfortable working with data, spreadsheets, databases, and reporting systems. Strong proficiency with Google Workspace and Microsoft Office. Experience with CRM or program management systems preferred. Ability to learn new databases and digital platforms quickly. Strong written and verbal communication skills. Ability to create clear, organized documents, reports, spreadsheets, and presentations. Strong interpersonal skills and ability to interact professionally with families, volunteers, staff, and community partners. Flexible and comfortable working in a fast‑paced, mission‑driven environment. Passion for supporting an inclusive community serving individuals with special needs and their families. Competitive salary based on experience and expertise. Fifteen paid days off per year, in addition to national holidays. Opportunities for professional development and training. Supportive, mission-driven work environment with opportunities to contribute directly to the growth and effectiveness of Friendship Circle of Miami. Full‑time, on‑site position at the Friendship Campus. This position does not follow a traditional 9am to 5pm schedule. The schedule will vary based on the needs of the organization’s programming. Occasional evenings and Sunday availability is required. Flexibility and willingness to adjust hours based on program and event schedules are essential. Additional Information The responsibilities listed above are not intended to be all-inclusive. Additional duties may be assigned as needed to support the mission, programs, and strategic priorities of Friendship Circle of Miami. Equal Opportunity Statement Friendship Circle of Miami is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive workplace where all employees are valued and respected. Employment decisions are made without regard to race, color, religion, sex, gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other protected status under applicable law. #J-18808-Ljbffr