Program and Operations Coordinator

Job Description

Job Description

Program & Operations Coordinator (Part-Time)

Submit application on -hiring

Organization: Leadership Kitsap
Location: Kitsap County, WA (hybrid, with some in-person program days and events required)
Schedule: 20–25 hours/week
Compensation: Hourly, $20-$25/hr, DOE
Reports to: Executive Director

About Leadership Kitsap

Leadership Kitsap develops and connects leaders to build a stronger community. Through programs like the Signature Program, Premier Institute, and community events, we equip individuals with the skills, relationships, and awareness needed to lead with impact.

We are a growing, multi-program nonprofit entering an exciting phase of increased structure, sustainability, and scale.

Position Overview

The Program & Operations Coordinator is a key team member responsible for ensuring Leadership Kitsap’s programs run smoothly, consistently, and with excellence.

This role focuses on  execution, coordination, and systems —owning the day-to-day operations of our programs while supporting volunteers, participants, and the Executive Director.

The ideal candidate is highly organized, people-oriented, and thrives in turning plans into reality. This person brings structure, follow-through, and calm to a dynamic, community-centered environment.

Core Responsibilities

Program Operations & Delivery

• Coordinate logistics for Leadership Kitsap programs, including the Signature Program, Premier Institute, and events

• Manage program calendars, timelines, materials, and run-of-show documents

• Serve as a primary point of contact for participant communications and logistics

• Track attendance, participation, and program requirements

• Ensure smooth, professional execution of all program days and experiences

Volunteer & Facilitator Coordination

• Coordinate schedules and communication for facilitators, speakers, and volunteer leaders

• Support Project Co-Chairs and program volunteers with timelines, expectations, and resources

• Maintain organized and up-to-date contact lists and records

• Provide timely, clear, and friendly communication and follow-up

Systems & Process Management

• Maintain and improve program systems, templates, and standard operating procedures

• Organize and manage shared files (Teams/Drive) to ensure clarity and accessibility

• Document processes to support consistency and future growth

• Identify opportunities to improve efficiency and reduce friction

Communications Support

• Draft and send routine program communications (emails, updates, reminders)

• Coordinate with the Marketing Team to ensure alignment on timelines and information flow

• Ensure participants, volunteers, and stakeholders receive timely and accurate information

Data Tracking & Reporting

• Collect and organize program data, including attendance and evaluations

• Compile survey results and summarize key insights

• Support reporting for program evaluation and board-level updates

Executive Director Support (Program-Focused)

• Assist with preparation for program-related meetings and materials

• Provide a proactive communication loop on program status, risks, and needs

• Support execution of priorities while maintaining clear role boundaries

What This Role Is Not

This position does  not include:

• Fundraising or donor management

• Marketing strategy ownership

• Board or governance management

• Financial oversight beyond basic program expense tracking

Qualifications

Required:

• Strong organizational and project coordination skills

• Excellent written and verbal communication

• Ability to manage multiple priorities and meet deadlines

• High level of reliability, follow-through, and attention to detail

• Comfort working both independently and collaboratively

Preferred:

• Experience in nonprofit, education, or program coordination environments

• Experience working with volunteers or community-based programs

• Familiarity with tools such as Microsoft Teams, Excel, and shared file systems

• Systems-thinking mindset with a desire to improve processes

Key Traits for Success

• Highly organized: You bring order to complexity

• Proactive: You anticipate needs and solve problems early

• People-centered: You communicate clearly and build trust

• Calm under pressure: You keep things moving, even when plans shift

• Ownership mindset: You take responsibility for outcomes, not just tasks