PROGRAMS COORDINATOR

POSITION SUMMARY & REPORTING:

Reporting to the Chief Enrollment and Academic Officer and Director of Academic Programs , the Programs Coordinator will manage projects, calendars, communications, and logistics for our 14-month Scholar Immersion Program and other initiatives. This role requires strong organizational skills, attention to detail, excellent follow-through, and the ability to manage multiple priorities at once. The Programs Coordinator will support students, families, faculty, and staff during a demanding academic year while maintaining reliability and good judgment.

QUALIFICATIONS

Bachelor's degree required Excellent verbal and written communication skills Proven ability to build positive relationships with students and families Ability to work evenings and weekends as needed Bilingual in English and Spanish (preferred) At least 2 3 years of relevant experience in program coordination, education or nonprofit operations, administration, project management, youth development, or a related field Demonstrated experience managing multiple projects, priorities, stakeholders, and deadlines simultaneously Experience developing and managing project plans involving multiple contributors Experience supervising staff and providing day-to-day direction, feedback, and support Demonstrated ability to delegate work, establish clear expectations, and follow up on deliverables Demonstrated ability to coordinate the work of colleagues, including individuals who are not direct reports Strong proficiency with Google Workspace, particularly Google Sheets, Docs, Drive, Forms, Calendar, and Classrooms Experience maintaining accurate databases, trackers, records, and operational systems. Ability to learn and effectively use new technology platforms and systems Sound judgment and discretion when handling confidential or sensitive information Ability to work independently, anticipate needs, solve problems resourcefully, and recognize when consultation or escalation is appropriate Familiarity with MOCHA or another structured project-management framework preferred Experience in education, youth development, summer programming, residential programming, or out-of-school-time programming preferred Benefits Flexible work schedule Medical insurance Dental insurance Vision insurance Prescription drug coverage Wellness program Paid holidays Paid sick leave Bereavement leave Close to public transit Flex Spending Account (FSA) Employee Assistance Program Paid time off Commuter benefits Culture Mission The Oliver Scholars Program prepares high-achieving students from families with limited financial resources who are attending New York City middle schools, for success at selective high schools and colleges. What We Do The Oliver Scholars journey begins with the recruitment of highly motivated 7th grade candidates from public schools and parochial schools in New York City. We work with students for 14 months in our Scholar Immersion and Placement (SIP) program and ultimately place them in 9th grade at high-performing NYC independent college preparatory day schools and boarding schools across the country. SIP's curriculum mirrors that of a typical independent school. Summer Program I serves rising 8th grade students, supporting them along the path to independent school admission, including test preparation and application support in addition to ongoing academic enrichment. Summer Program II, our capstone program for SIP, which is designed to acclimate students to the rigor and independent schools. Our Results Oliver Scholars offers high-achieving students an alternative path, raising their sights and fostering the development of our next generation of change-makers, thought leaders, and trailblazers. Our work with Scholars includes up to ten years of one-on-one support, summer coursework, and pre-career training. As a result, 100 percent of Scholars graduate high school. Oliver Scholars encourages applications from people of all backgrounds. We value a diverse workforce and an inclusive culture, as we believe this best reflects the communities and students we serve. Responsibilities Schedule Requirements Tuesday-Saturday during the school year Monday-Friday during summer One week of residential supervision during the summer boarding program Must be available for some evenings and weekends as needed Program Coordination & Project Management Manage projects for program teams Manage program calendars and coordinate scheduling across teams Track deadlines and ensure deliverables are completed on time Create and manage student and family data and databases Lead MOCHA-based project planning for the Summer Immersion Program and other major program initiatives Develop and maintain project plans that clarify ownership, responsibilities, dependencies, and key milestones. Facilitate project-planning meetings and document decisions, responsibilities, and next steps. Supervise the Administrative Assistant, providing day-to-day direction, feedback, and support. Communications & Family Relations Coordinate mass communications with students and families Send report cards and academic communications to families Respond to general questions from families regarding programs and the organization Liaise with parents and students throughout the academic year Maintain professional relationships with diverse stakeholders Coordinate with colleagues to ensure students and families receive consistent and accurate information across program communications. Exercise sound judgment in determining when student or family questions, concerns, or sensitive matters require consultation or escalation Track significant follow-up needs to ensure important student and family matters are resolved. Student Administration & Support Track student attendance and follow up as needed Manage health records and compliance documentation Procure and manage student and classroom suppliesAssist in document collection and data management Provide on-site staff coordination and support Monitor completion of required student documentation and proactively follow up on missing or incomplete materials Maintain confidentiality and exercise discretion when handling sensitive student, family, academic, and health information Identify student administrative issues requiring follow-up or escalation and help ensure timely resolution Program Operations & Partnerships Assist in administering Saturday Academy and the Summer Immersion Program Manage the volunteer application process Liaise with vendors and partner schools Coordinate space needs and help negotiate facility arrangements Assist in securing alternate sites when necessary Anticipate operational and logistical challenges and develop solutions or contingency plans as needed.Track commitments, deadlines, and deliverables involving vendors, partner schools, facilities, and other external partners Maintain documentation of recurring operational procedures, timelines, contacts, and responsibilities.

CORE COMPETENCIES

Treat people with respect, keep commitments, and work with integrity Adapt to changing priorities and manage competing demands Think strategically and problem-solve resourcefully Prioritize work, plan efficiently, and complete projects on time Collaborate across all levels and remain open to others' ideas Collect and use data to inform decisions and improve processes Take ownership: Carry work through from planning to completion and ensure commitments are fulfilled. Anticipate needs: Identify upcoming requirements, dependencies, risks, and potential problems before they become urgent. Delegate effectively: Assign work with clear expectations, appropriate context, and deadlines, and follow up on completion Coordinate across teams: Keep colleagues aligned around responsibilities, deadlines, handoffs, and shared goals, including when working without formal authority. Exercise sound judgment: Know when to act independently, seek input, or elevate an issue Work with precision: Produce accurate work, verify important details, and maintain reliable records and systems. Build effective systems: Create and improve repeatable processes, workflows, trackers, and documentation. Follow through: Track open items, close communication loops, and ensure outstanding work does not get lost. Compensation Salary $66,300 annually A diverse workforce and open culture are at the heart of our organization and vital to our success. Oliver Scholars is an equal opportunity employer. All qualified applicants will be considered for employment without discrimination based on race, color, creed, national origin, sex, age, disability, marital status, sexual orientation, military status, citizenship status, or current employment status. Requirements US Citizen Accept a background check to be performed Must be able to board away for (1) one week out of state Minimum Bachelors Degree Spanish Knowledge in: Google Workspace Equal Opportunity Employer The Oliver Scholars Program, Inc. is an equal opportunity employer and is firmly committed to maintaining a work environment free from all forms of discrimination and harassment. We provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. Oliver Scholars encourages applications from people of all backgrounds. We value a diverse workforce and an inclusive culture, as we believe this best reflects the communities and students we serve. #J-18808-Ljbffr Oliver Scholars