Program Coordinator (Our Closet In Your Neighborhood)

Job Description

Job Description

Position Summary

The Program Coordinator plays a key role in the successful delivery of the Our Closet program by supporting clothing distribution events, inventory management, volunteer engagement, community outreach, and program operations. The Coordinator is responsible for helping ensure that individuals and families receiving services experience a welcoming, dignified, and client-centered environment.

This position assists with the planning and execution of pop-up clothing shops throughout Philadelphia, coordinates the flow and organization of donated inventory, supports volunteer recruitment and engagement efforts, prepare and assists with the Reentry Initiative, prepares crisis clothing packages, and maintains accurate program records and data.

The Program Coordinator serves as a representative of JFCS and Our Closet, building positive relationships with shoppers, volunteers, donors, community partners, and host agencies while advancing the mission of providing support and resources to vulnerable members of the community.

Essential Duties and Responsibilities

Program Operations

• Prepare and assist with and independently oversee assigned Our Closet pop-up shops, ensuring a welcoming, organized, and dignified experience for all shoppers.
• Coordinate day-of-event logistics, including site setup, inventory transportation, volunteer assignments, shopper flow, and event breakdown.
• Collaborate with volunteers and staff to ensure an efficient and positive shopper experience.
• Prepare and assist with the preparation and distribution of crisis clothing packages and reentry clothing packages for program participants.
• Identify opportunities to enhance shopper experiences by researching community resources, wraparound services, and partnerships.

Inventory and Warehouse Management

• Manage inventory operations, including receiving, sorting, organizing, storing, packing, and distributing donated clothing, crisis bags, pop-up bags, and related items.
• Maintain warehouse organization and inventory systems to maximize efficiency and safety.
• Ensure donated items are handled, stored, and distributed appropriately to maintain quality and program standards.
• Assist with loading, unloading, transporting, and organizing donated goods and event materials.

Volunteer and Community Engagement

• Recruit, engage, and support volunteers from schools, businesses, faith communities, community organizations, and other partners.
• Lead volunteer sorting events and service projects, including occasional evenings and weekends.
• Provide orientation, training, guidance, and support to volunteers participating in program activities.
• Assist with volunteer recognition and retention efforts.
• Build and maintain positive relationships with host sites, community partners, and nonprofit organizations.

Outreach and Partnership Development

• Conduct outreach to social service agencies, community organizations, and referral partners to promote Our Closet services and increase shopper participation.
• Represent Our Closet and JFCS professionally in community meetings, events, and outreach activities.
• Support relationship-building efforts with donors, community partners, and stakeholders.

Data Tracking and Administrative Responsibilities

• Maintain accurate records regarding volunteers, inventory, shoppers, and program activities.
• Enter and track data in agency databases and reporting systems accurately and timely.
• Assist in collecting program metrics, outcomes, surveys, and reports as required.
• Respond promptly and professionally to telephone calls, emails, and inquiries from shoppers, volunteers, donors, and community partners.
• Complete required documentation, reports, and administrative tasks within established timelines.
• Maintain the confidentiality of client, volunteer, donor, and agency information.

Agency Participation

• Participate in Our Closet, JFCS, and community events as assigned.
• Adhere to all agency policies, procedures, safety requirements, and applicable regulations.
• Perform other duties and special projects as assigned.

Core Competencies

Client and Mission Focus

• Demonstrates commitment to the mission, values, and goals of JFCS.
• Provides compassionate, respectful, and client-centered service.
• Treats all individuals with dignity, cultural sensitivity, and professionalism.

Communication and Relationship Building

• Strong verbal, written, and interpersonal communication skills.
• Ability to build positive relationships with volunteers, clients, donors, community partners, and colleagues.
• Demonstrates professionalism and excellent customer service in all interactions.
• Organization and Accountability
• Exceptional organizational skills and attention to detail.
• Ability to manage multiple priorities effectively in a fast-paced environment.
• Demonstrates dependability, accountability, and sound judgment.
• Maintains accurate records and documentation.

Adaptability and Problem Solving

• Ability to work independently and collaboratively.
• Demonstrates initiative and effective problem-solving skills.
• Flexibility to respond to changing priorities and operational needs.
• Ability to remain calm and productive under pressure.
• Technology Proficiency
• Proficiency with Microsoft Office 365 applications including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to learn and utilize agency software, databases, reporting systems, and timekeeping platforms.

Qualifications and Requirements

Education and Experience

• High school diploma or GED required.
• Associate degree or coursework in human services, nonprofit management, community engagement, business, or a related field preferred.
• Minimum of two (2) years of successful work experience required.
• Experience coordinating volunteers, events, inventory management, community outreach, or customer service activities preferred.
• Background and Compliance Requirements
• Must successfully complete criminal, child abuse, and FBI clearances as required by agency policy.
• Must comply with all JFCS policies, procedures, safety standards, and confidentiality requirements.

Transportation Requirements

• Must possess a valid driver's license, reliable transportation, and an acceptable driving record in accordance with JFCS driving policies.
• Travel is required between the Springfield warehouse, Philadelphia pop-up locations, Bala Cynwyd offices, Center City locations, and community partner sites.

Technology Requirements

• Must be comfortable utilizing computers, tablets, smartphones, agency databases, Microsoft 365 applications, and electronic communication systems.

Schedule Requirements

• Must be able to maintain a flexible schedule to accommodate program needs.
• Occasional evening and weekend work is required to support volunteer events, community partnerships, and special programs.

Physical Requirements

• The physical demands described here are representative of those necessary to successfully perform the essential functions of this position.
• Frequently lift, carry, push, pull, move, and load donated clothing, event supplies, and materials weighing up to 40 pounds without assistance.
• Ability to bend, stoop, reach overhead, kneel, and perform repetitive movements.
• Ability to stand and walk for extended periods during warehouse activities, pop-up shops, events, and community programs.
• Ability to load and unload materials from vehicles.
• Ability to work in warehouse, office, and community-based environments.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Equal Employment Opportunity Statement

JFCS of Greater Philadelphia is an Equal Opportunity Employer and is committed to fostering a diverse, equitable, inclusive, and respectful workplace. Employment decisions are made without regard to race, color, religion, creed, sex, pregnancy, national origin, ancestry, age, disability, genetic information, veteran status, sexual orientation, gender identity or expression, marital status, or any other characteristic protected by applicable law.

Acknowledgment