Doors Program Coordinator

Position: Opening the Doors Program Coordinator
Opening the Doors Program Coordinator

Opening the Doors

Job Summary

The Program Coordinator is a highly organized, creative, and collaborative team member who provides comprehensive administrative support to the Senior Director and the Opening the Doors (OTD) team. This role supports the coordination of program and event logistics and technical systems, including SharePoint, Excel, Asana, Zoom, and JLive. The Program Coordinator assists with registration processes, conferences and workshops, committee meetings, contracts, financial reporting, and other department projects, ensuring smooth operations and effective communication across all OTD initiatives.

In addition to providing administrative support, the Program Coordinator organizes professional development and OTD event coordination, assisting with program planning and implementation logistics in collaboration and with approval of the Senior Director.

Key Responsibilities

• Collaboration:
  
  Serve as an integral member of the Opening the Doors (OTD) department, contributing to overall program success and departmental efficiency.
• Support:
  Provide administrative and programmatic support to the Senior Director and OTD team, including coordination of program delivery, data tracking and organization, purchasing and organizing supplies, and general support as needed.
• Records:
  Manage accurate recordkeeping and data management, including organizing SharePoint files, recording income and expenses for OTD programs, maintaining W9 and ACH documentation, processing vendor invoices, submitting and tracking payments, and creating and monitoring contracts and signatures.
• Meetings & Events:
  • Schedule and attend weekly supervisory check-ins, department meetings, committee meetings, and relevant planning and/or marketing meetings.
  • Staff and assist with all OTD meetings, trainings, and community events, taking the lead on preparation, logistics, registration, onsite coordination, and post-event follow-up and evaluation.
  • Act as the primary point of contact for online and in-person program registration, monitoring participation and responding to all inquiries and offering participant assistance as needed.
  • Manage all meeting and event logistics, including calendar invites, meeting reminders, room reservations, purchasing and setup of food and supplies, Zoom links, meeting minutes and action items, AV/IT support for presenters, attendee tracking (in-person and Zoom), evaluation creation and tracking, transportation needs, and checklist development.
• Professional Development:
  Support OTD team in coordination of all professional development workshops, conferences, and trainings - overseeing logistics from planning through implementation , tech setup, registration, materials, AV/IT, transportation, onsite support, and evaluations) to ensure smooth, high-quality delivery.
• Marketing:
  Provide support to Senior Director in drafting marketing materials and external communications for events or programs, submitting all content for Senior Director approval prior to sharing with JFS or JFD marketing teams. This may include content developed utilizing Microsoft programs or Canva, and for purposes including OTD social media on Facebook and Instagram. Attend program and marketing meetings with JFS and JFD upon request, utilizing Asana and email as preferred by each organization to track projects, tasks, and timelines.
• Customer Service:
  Manage incoming OTD phone and email inquiries promptly and courteously, maintaining a high standard of customer service.
• Mailings:
  Prepare and distribute outgoing correspondence, including drafting and editing content, applying letterhead, performing mail merges, and updating recipient lists based on information from the Senior Director. Assist with purchasing or obtaining mailing supplies, assembling and stuffing envelopes, and coordinating delivery of materials to recipients or the post office.
• Reliability:
  Complete all assignments within designated time frames. When additional time or support is needed, proactively communicate with the Senior Director to seek approval for extended time or to request additional assistance. Maintain accountability for all areas…