Program Operations Coordinator

Summary

Qualifications

• Experience: At least 2 years of relevant professional experience in operational or non-profit program roles, ideally at organizations that serve youth from low income and/or communities of color. Exposure to or familiarity with participant/student recruitment and/or experiential summer programs is a plus.
• Project Management: You take initiative to create systems and structures to achieve goals and objectives.  You succeed at managing multiple workstreams and motivating, coordinating, and directing others to stay on track.
• Adaptability: You tackle challenges and unfamiliar scenarios head-on with a solutions-oriented, flexible, and curious approach. You are willing to try new things and actively seek to understand multiple perspectives.
• Accountability: You hold yourself and others responsible for processes, decisions, actions, and commitments to results to drive high quality outcomes. You're responsive to the needs of stakeholders and follow through on commitments.
• Teamwork and Collaboration: You value many voices, are comfortable creating space for dialogue and handle interpersonal issues constructively. You inspire and foster commitment, connection, enthusiasm and trust and motivate others to achieve common goals.
• Cultural Humility: You lead with empathy and self-reflection to respect the beliefs, customs and values of people in order to foster inclusivity and respond to the needs of our communities.
• Technology Skills: Familiarity with databases for data entry and tracking. Salesforce experience is a plus.
• Language Skills: Professional working proficiency in Spanish is a plus.

Duties

Specifically, the Program Operations Coordinator will perform the following:

Summer Experience Coordination- Support planning and execution of all logistics for our summer experiences to prepare and send high school students on 2–4-week summer experiences. 

• Coordinate all pre-trip requirements, including but not limited to applications, identification cards, etc.
• Coordinate all logistics of pre- and post-trip student events, such as summer experience orientations, info-sessions & trip preparation workshops, and post-experience integration events. Support training of site staff in summer experience student preparation, family engagement, and annual summer readiness practices annually.
• Inform process improvements intended to streamline and scale existing operations.  
• Support Associate Director with contact with Summer partners, ensuring strong communication, customer service, and accurate & timely information sharing.
• Use Salesforce database to track the student experience application process for all students attending summer experiences and use that data to share timely updates.
• Attend Summer Experience cohort meetings on a bimonthly-monthly basis dependent on season
• Stay up to date with all national insurance policies & guidelines and support site specific compliance

Outreach Coordination: Support planning and execution of all logistics for our annual outreach and recruitment cycles with partner schools that enable us to recruit each cohort of Summer Search participants

• Support development and distribution of outreach materials (presentations, fliers, posters, info sheets) and maintain a calendar of outreach events.
• Collaborate with school partners, referral networks, and community organizations to maximize visibility and recruit a diverse pool of applicants.
• Track student interest and applications in Salesforce, ensuring accurate follow-up and communication with students and families.
• Support communication with school and community partners, ensuring strong communication, accurate & timely information sharing, and high quality customer service.
• Lead outreach presentations and tabling events at partner schools and with community partner organizations in collaboration with site leadership.

Program Operations and Data:

• In collaboration with Associate Director, support the continuous improvement of workflows that support recruitment, enrollment, and summer experiences.  
• Partner with national teams to inform systems enhancements, reporting needs, and operational improvements.  
• Maintain high standards for data quality, process consistency, and operational effectiveness across program functions.  
• Support operational projects that strengthen program delivery and organizational effectiveness.  
• Maintain program documentation, operating procedures, and key operational timelines.  
• Ensure alignment between program execution, systems, and reporting requirements.