Program & Administrative Coordinator

Job Description

Job Description

The opportunity

Do you like being the person who makes sure the room is ready, the supplies are stocked, the volunteers know where to go, the registrations are accurate, and the team has what it needs to deliver a great program?

United Way of Hunterdon County is looking for a resourceful, organized, and community-minded Program & Administrative Coordinator to serve as a trusted right hand to our program team.

This is a hands-on role that blends program coordination, administrative support, volunteer engagement, client service, event logistics, online systems, and practical problem-solving. One day, you might prepare materials and confirm registrations for an upcoming program. The next, you might welcome volunteers, run a program-related errand, update a roster, coordinate an event setup, respond to a participant’s question, or improve a system that helps the team work more efficiently.

As you learn our work and demonstrate strong follow-through, you will have room to develop ideas, help create new programs, and take increasing ownership from concept through implementation. This is a strong opportunity for someone who wants meaningful nonprofit experience, enjoys building and improving, and is ready to contribute wherever the work needs to happen.

What you’ll do

Keep programs organized and ready to run

• Coordinate day-to-day on-site logistics for programs, services, workshops, volunteer activities, and special initiatives.
• Prepare rooms, materials, signage, check-in areas, participant packets, volunteer supplies, and other items needed for smooth program delivery.
• Maintain organized inventories of program supplies, monitor quantities, identify upcoming needs, and coordinate purchasing or replenishment.
• Create and use practical checklists, calendars, run-of-show documents, and setup plans so recurring programs can be delivered consistently.
• Support program cleanup, storage, documentation, and follow-up so spaces and materials are ready for what comes next.
• Complete local errands related to programs, including picking up, purchasing, delivering, or returning materials and supplies.

Manage registrations, records, and online systems

• Set up and manage online registration forms, appointment or event sign-ups, participant communications, rosters, waitlists, reminders, and confirmations.
• Maintain accurate program records in shared systems, spreadsheets, databases, calendars, and other online platforms used by the organization.
• Monitor registration activity and flag capacity, scheduling, accessibility, language, or follow-up needs for the program team.
• Respond to routine participant, volunteer, and partner questions and route complex, sensitive, or service-related needs to the appropriate staff member.
• Track attendance, participation, volunteer involvement, supply use, and other basic program information needed for planning and reporting.
• Handle personal and program information with discretion, accuracy, and respect for confidentiality.

Support volunteers and community members

• Help recruit, schedule, confirm, welcome, orient, and support volunteers for programs and events.
• Serve as a warm, reliable on-site point of contact for participants, clients, volunteers, community partners, and visitors.
• Help people understand where to go, what to expect, what forms or information are needed, and who can assist with questions beyond the scope of the role.
• Build positive working relationships while maintaining clear boundaries, sound judgment, and a service-oriented approach.
• Elevate recurring questions, barriers, and feedback so the team can improve the participant and volunteer experience.

Coordinate events and program delivery

• Support planning and execution for community events, workshops, distributions, volunteer projects, outreach activities, and other scheduled programs.
• Coordinate timelines, supplies, volunteers, partners, participant communications, room arrangements, technology, and other logistical details.
• Communicate clearly with staff and partners about responsibilities, deadlines, changes, and support needed.
• Stay calm and solutions-focused when plans change, supplies are missing, attendance shifts, or another practical issue needs immediate attention.
• Provide occasional evening and weekend program or event support when scheduled in advance.

Build, improve, and grow programs

• Look for opportunities to make programs more organized, accessible, welcoming, efficient, and easier to repeat or scale.
• Turn recurring tasks into useful systems, templates, guides, supply plans, and workflows that reduce last-minute work.
• Bring forward ideas for new programs, services, partnerships, or approaches based on community needs and what you observe through the work.
• As experience and capacity grow, help research, design, pilot, coordinate, and manage programs from idea through implementation.
• Gather feedback and basic participation information, reflect on what worked, and recommend practical improvements for future delivery.

Be a trusted right hand to the program team

• Provide flexible administrative and coordination support across programs as needs and priorities change.
• Prepare meeting materials, organize shared files, document decisions and next steps, maintain calendars, and follow up on assigned action items.
• Track multiple projects and deadlines, communicate progress early, and identify questions or obstacles before they become urgent.
• Work collaboratively with staff while independently moving clearly assigned projects forward with limited supervision.
• Pitch in on practical tasks—large and small—that help the team serve the community effectively.

What success looks like

Within the first several months, you will have helped United Way of Hunterdon County:

• Run programs with more consistent preparation, communication, documentation, and follow-through.
• Keep program supplies organized, available, and easier for staff and volunteers to manage.
• Create a smoother registration, reminder, check-in, and follow-up experience for participants.
• Give volunteers clear information, welcoming support, and well-organized opportunities to contribute.
• Reduce administrative pressure on the program team by reliably owning assigned details and next steps.
• Build practical systems and templates that make successful programs easier to repeat and scale.
• Earn increasing responsibility for coordinating existing programs and helping bring new ideas to life.

What you bring

Required

• A genuine interest in nonprofit programs, community service, and helping people access welcoming and well-organized opportunities.
• Strong organization, attention to detail, and follow-through across schedules, supplies, registrations, communications, and changing priorities.
• The ability to take a clearly defined project from idea or assignment through planning, implementation, and follow-up.
• Comfort working independently with limited supervision while communicating questions, progress, and concerns appropriately.
• A collaborative, flexible, and hands-on approach; no task is beneath you when it helps the team or community.
• Clear and professional English-language communication skills when working with participants, volunteers, partners, and staff.
• Comfort learning and managing online forms, shared calendars, spreadsheets, registration tools, databases, and other administrative systems.
• Good judgment, patience, and discretion when working with clients, personal information, community needs, and sensitive situations.
• The ability to work on-site in Flemington, travel locally for program-related errands or events, and be available for occasional evening and weekend programs scheduled in advance.
• Reliability, initiative, curiosity, and a willingness to learn, ask questions, receive feedback, and keep improving.

Especially helpful

• Spanish-language communication skills.
• Experience supporting nonprofit, social service, education, youth, volunteer, community, healthcare, public service, or mission-driven programs.
• Experience coordinating events, workshops, appointments, registrations, volunteers, supplies, facilities, or participant communications.
• Experience with Eventbrite, Salesforce, online forms, shared databases, scheduling platforms, or customer/participant management systems.
• Knowledge of Hunterdon County and its community organizations, schools, services, or local resources.

Your experience counts—wherever you gained it

We are not looking for one specific résumé or career path.

You might be a nonprofit or social service professional, teacher’s aide, program assistant, administrative coordinator, event or hospitality professional, community volunteer, career changer, recent graduate, graduate student, or motivated college student ready to gain meaningful experience.

Relevant experience may have been gained through:

1. Paid employment or internships
2. Volunteer or community service
3. School, college, graduate study, or training programs
4. Helping organize events, clubs, teams, classrooms, programs, or community groups
5. Administrative, project, operations, or logistical responsibilities in any setting
6. A combination of these paths

A particular degree is not required. New graduates and current students are welcome to apply when their schedule can meet the role’s on-site and program needs. We care most about your initiative, reliability, judgment, ability to learn, and willingness to do the work alongside the team.

Work arrangement, schedule, and growth

This is an on-site position, not a remote position.

The regular part-time schedule offers flexibility and will be established collaboratively based on program needs and the selected candidate’s availability. Occasional evening and weekend work is required for scheduled programs and community events. These are paid working hours and will be communicated as far in advance as reasonably possible.

The role includes local program-related errands and work at program or event locations within Hunterdon County. As the organization’s needs, funding, and program portfolio evolve—and as the coordinator demonstrates readiness—the position may have the potential to expand in hours or grow into a full-time opportunity. Growth is possible but not guaranteed.

We are committed to ensuring every individual has the opportunity to thrive. We focus on championing for ALICE (Asset Limited, Income Constrained, Employed) individuals facing barriers to income stability, healthy living, and education access. Our mission drives us to bring people and resources together to combat disparities through innovative programming, community partnerships, and advocacy. Our programs address various challenges, including financial wellness, school supplies for students, free tax preparation assistance, and community emergency relief efforts. With an annual operating budget of approximately $1 million, we have been serving the community for over 30 years. Our dedicated staff of employees, along with dozens of volunteers, work tirelessly to support our mission. The Board of Trustees provides leadership and sets policy, ensuring stewardship of community dollars and overseeing funding decisions for agencies and programs. Working with United Way of Hunterdon County provides an opportunity to make a meaningful impact and contribute to positive change in the community.

Company Description

We are committed to ensuring every individual has the opportunity to thrive. We focus on championing for ALICE (Asset Limited, Income Constrained, Employed) individuals facing barriers to income stability, healthy living, and education access. Our mission drives us to bring people and resources together to combat disparities through innovative programming, community partnerships, and advocacy. Our programs address various challenges, including financial wellness, school supplies for students, free tax preparation assistance, and community emergency relief efforts. With an annual operating budget of approximately $1 million, we have been serving the community for over 30 years. Our dedicated staff of employees, along with dozens of volunteers, work tirelessly to support our mission. The Board of Trustees provides leadership and sets policy, ensuring stewardship of community dollars and overseeing funding decisions for agencies and programs. Working with United Way of Hunterdon County provides an opportunity to make a meaningful impact and contribute to positive change in the community.