Program Support Specialist Contract Position

Job Description

Organization : Career Day Inc. \n
Position Title : Program Support Specialist Contact Position \n
Reports To : Executive Director \n
Schedule : Approx. 20 hours per week, flexible hybrid setup with \n
\nrequired on-site event attendance across Long Island \n
Pay Range : $28.00 – $35.00 / hour (commensurate with \n
\nexperience)\n
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About Career Day Inc. \n
\nCareer Day Inc. inspires and empowers high school students by connecting them with professionals across a wide array of industries. Through engaging school programs, interactive panels, and mentorship opportunities, we bridge the gap between education and career pathways, helping young people envision and achieve their future goals.\n
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Position Summary : \n
\nCareer Day Inc. is seeking a dynamic, detail-oriented Program Support Specialist working closely with the Executive Director and virtual assistant. This role will primarily support the planning and in-person delivery of Career Day Inc. programs, while also assisting with speaker and partner engagement, communications, grants, sponsorships, and fundraising. This is a flexible, hybrid position of approximately 15–20 hours per week, with responsibilities shifting based on program schedules and organizational priorities. \n
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Key Responsibilities: \n
\nThis role primarily supports the in-person delivery of Career Day Inc.’s school programs, followed by grant, sponsorship, and fundraising activities. The Specialist works closely with the Executive Director and virtual assistant. Time allocations are approximate and will shift according to program schedules and organizational priorities. \n
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\nSchool Program Preparation & In-Person Support \n
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• Help prepare program materials, signage, registration lists, and supplies.
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• Assist with setup, registration, materials distribution, on-site logistics, and breakdown at school programs and special events.
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• Provide hands-on support to the Executive Director throughout program delivery.
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• Welcome and assist speakers, volunteers, school staff, students, and guests.
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• Help address scheduling changes and other needs as they arise.
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• Capture photos and short video clips during programs.
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• Support program follow-up, including thank-you messages, feedback collection, and materials organization.
  
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\nGrant, Sponsorship & Fundraising Support\n
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• Research grant opportunities, prospective sponsors, and potential donors aligned with Career Day Inc.’s mission.
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• Maintain a calendar of grant deadlines, application requirements, and reporting obligations.
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• Assist the Executive Director with drafting grant applications and gathering supporting materials.
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• Help prepare sponsorship packets, proposals, and fundraising communications.
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• Conduct sponsor and donor outreach and support meeting scheduling and follow-up.
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• Assist with fundraising events and campaigns.
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• Track applications, sponsorship commitments, donor follow-ups, and promised sponsor recognition.
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• Help prepare acknowledgment letters and supporting information for grant and donor reports.

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Professional, School & Community Outreach\n
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• Help recruit professionals from a variety of industries to participate in school programs.
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• Support outreach to prospective schools, businesses, colleges, and community partners.
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• Maintain communication with current and prospective speakers and partners.
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• Coordinate outreach priorities and follow-up with the Executive Director and virtual assistant.

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Communications & Media Management \n
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• Assist in maintaining accurate contact information, participation records, and follow-up notes in Monday.com CRM.
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• Assist with tracking program expenses, donations, and sponsorships.
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• Perform basic photo and video editing and help prepare social media posts and program recaps.
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• Provide general administrative support and participate in planning meetings as needed .
  \n Qualifications & Re quirements:
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  • Professional experience (2 to 4 years) in nonprofit program coordination, event management, community outreach, or education administration.
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  • Strong written and verbal communication skills; comfortable presenting to and engaging with school leaders, corporate partners, and volunteers.
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  • Hands-on experience with CRM databases, Google Workspace, email platforms, and basic digital design/editing tools (e.g., Canva, CapCut).
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  • Highly organized, detail-oriented, and able to manage multiple timelines independently in a hybrid environment.
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  • Ability to attend on-site programs and community events throughout Long Island A strong commitment to youth empowerment, career development, and education.
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