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, elevate 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 Terms

• Temporary, 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

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