Youth Program Coordinator

About the Job

POSITION OVERVIEW:

The Youth Programs Coordinator is responsible for coordinating the day-to-day operations and administrative functions of the youth programs within the Youth and Recreation Department, including the Be Me Afterschool Program, enrichment programming, and off-site school partnerships. This position ensures the successful implementation of program logistics, enrollment, scheduling, staffing coordination, transportation, purchasing, compliance, and family communication.

Working collaboratively with program leadership, the Youth Programs Coordinator serves as the operational backbone of the department, ensuring programs run efficiently while supporting staff, families, partner schools, and vendors. This role also oversees the administration and coordination of the Y's off-site youth programs and assists with department-wide initiatives and special events.

JOB RESPONSIBILITIES

Program Administration:

• Coordinate the daily administrative operations of Be Me Afterschool and Youth.

Enrichment Programs:

• Maintains attendance, rosters, emergency information, and program records.
• Prepare reports related to enrollment, attendance, staffing, and program participation.
• Coordinate purchasing of program supplies, curriculum materials, and equipment.
• Off-Site Program Coordination
• Coordinate all operational aspects of off-site enrichment programs.
• Serve as the primary administrative contact for satellite locations, community partners and specific school partners.
• Coordinate schedules, classroom assignments, transportation, staffing, and supplies.
• Conduct regular observations to ensure quality and consistency across locations.
• Support instructors and site staff by resolving logistical and operational issues.
• Operations & Logistics
• Coordinate daily staffing assignments and assist with substitute coverage. Update and maintain the Be Me staffing board.
• Ensure appropriate staff-to-child ratios are maintained.
• Assist with transportation logistics, bus assignments, and dismissal procedures.
• Support program compliance with Department of Health licensing requirements and YM & YWHA of Washington Heights policies.
• Maintain inventory of program supplies and equipment.

Collaboration and Communication:

• Serve as a primary point of contact for operational and administrative family inquiries.
• Communicate registration updates, schedule changes, transportation information, and program reminders.
• Maintain accurate documentation of family communications.
• Support newsletters, parent emails, and other department communications.
• Work collaboratively with the Director of Elementary Afterschool Programs, enrichment staff, school partners, and administrative departments.
• Support onboarding and training of new staff on administrative systems and operational procedures.
• Foster positive relationships with families, schools, community partners, and vendors.

Enrichment Sunday Responsibilities:

• Maintain a flexible Sunday schedule to support Sunday Birthday Parties, sports programming, special events and other Enrichment programming.
• Lead and support children's birthday parties, including activity facilitation, guest engagement, set up, transitions and clean up.
• Support youth sports programs by assisting with participant supervision, equipment set up and activity facilitation.
• Communicate professionally and positively with parents, participants and other staff members.
• Work collaboratively with program staff to respond to changing program needs and ensure smooth daily operations.

QUALIFICATIONS/REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• High School Diploma, College Degree preferred
• Two years of experience working with children
• Two years of experience running activities with Kinder to 5th-grade students
• Two years of experience communicating and working with families with children of different abilities

POSITION TYPE/EXPECTED HOURS OF WORK

• Part-time position
• Core hours of workdays: Monday to Thursday, 1:00 pm - 6:15 pm and Sundays 9am - 5pm with room for flexibility
• Working hours may change.

WORK AUTHORIZATION & CLEARANCE

• Documentation of U.S. citizenship or eligibility to work in the U.S.
• Must pass the background check, medical tests, fingerprinting through the Department of Health & Department of Education, and other pre-employment requirements.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other functions and responsibilities may change or may be assigned.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

YM&YWHA of Washington Heights & Inwood provides equal employment opportunity to all individuals regardless of race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.