Program Coordinator, Advising Programs and Services

An established leader in the Northeast Ohio civic landscape, College Now has been changing the lives of students in our region since 1967. We do this by providing college and career access advising, financial aid counseling, and scholarship and retention services to students from middle school through adulthood with a special focus on supporting those from low-income backgrounds and first-generation college students. An individual filling this position can expect to have a direct impact on Northeast Ohio students and families.

When you work for College Now, you are part of an innovative and visionary team, committed to College Now's mission, vision and values as we are committed to creating a collaborative, inclusive workplace for team members.  Offering superior benefits, ample opportunities for professional growth and development, and the chance to make an impact on the community, College Now is where careers are made and grown.

POSITION TITLE: Program Coordinator, Advising
STATUS: Full-time, Non-exempt
STANDARD HOURS: 40 hours / week; occasional evening and weekend hours; some flexibility with remote work when possible 
REPORTS TO: Director of Advising Programs and Services
LOCATION: Rotating between office location and school or partner sites in the community 
REPORTS TO: Director of Advising Programs and Services 
ASSIGNED TO: The advising department.
SALARY: $40,000 and may increase with relevant experiences

POSITION SUMMARY:
The Program Coordinator provides overall administrative support and coordination for programs and advising services. The Program Coordinator interfaces with employees at all levels including outside vendors and suppliers. The coordinator role is essential to keep programs running on time and on budget. The coordinator is responsible for supporting scheduling, expense documentation, preparing and updating policies and procedures, assisting with the logistics of program execution. Must be detailed oriented and able to manage multiple deadlines; especially as emergencies arise.

ESSENTIAL FUNCTIONS:

Program Design, Planning the initiation, planning and documentation of programs and projects for Advising Programs and Services:

• Support the implementation of and adjustment of processes and operations for programs as they are planned or designed.

Program Operations, Management, and Monitoring – the ongoing implementation, support and monitoring of the projects and programs:

• Order and coordinate the delivery of all supplies and refreshments necessary to run each unique program, including materials for daily operation, instruction, special events, and parent sessions.

• Manage electronic registration process for programs, including tracking numbers, confirming registrants, and sharing registrant information with each site in a timely manner. 

Coordinate college visits for programs, including the following:

• Ordering transportation, organizing payment for lunch, confirming itineraries, arranging for visits to special programs on or off college campuses.

• Maintain a regular presence at program sites to assist with content delivery and/or support.

• Fill-in in the absence of site personnel, as needed.

Program Budgeting- the regular tracking of project and program expenditures:

• Make allowable program purchases.

• Utilize Blackbaud to submit invoices to generate payment via check and reconcile Amex purchases.

• Maintain up-to-date expense tracking sheet for program knowledge and reconciliation with accounting.

• Maintain copies of receipts, invoices, and other documentation pertaining to purchases and orders.

• Stays abreast of College Now accounting policies and procedures.

Business Development Support- the engagement needed to build and sustain partnerships:

• Provide managers or directors information or insight into the financial aspects of contracts or partnerships as necessary to manage and/or build relationships.

Leadership and Development of Staff- the design, curation, and implementation of professional development and learning opportunities for staff: 

• Provide support for various Advising Programs and Services department meetings and training.

• Provide support for various College Now events and functions as requested or assigned.

Research and Program Evaluation/Compliance- the review and assessment of delivering quality services:

• Collect and maintain supporting paperwork for grant compliance; assist with program audits.

• Knowledgeable of program grant guidelines.

ADDITIONAL RESPONSBILITIES:

• Collaborate internally with Advising Programs and Services management team members to ensure seamless delivery of programs and projects. 

• Attend College Now organizational level meetings or retreats as required.

• Attend community events/meetings to support program implementation if necessary.

• Must have reliable transportation to be able to go to multiple sites or locations.

Qualifications

SKILLS REQUIRED:

• High level organizational skills and able to multi-task in a busy environment

• Must be detailed oriented.

• Professional oral and written communication skills

• The individual must be able to work autonomously and in a team environment with a collaborative focus.

• Demonstrate excellent judgement; and as a support to administrative and financial functions maintain the highest level of confidentiality.

• Proactive and engaged to provide solutions or supports for program needs.

• Adaptable to changing priorities, changes in schedules due to grant, schedule, or school changes.

TECHNICAL SKILLS REQUIRED:

• Proficient in Microsoft Office 365 Applications (Outlook, One Drive, Word, Excel, Teams, OneNote, PowerPoint)

• Ability or knowledge of Blackbaud, Paycom, or other financial and HR related software for managing and training budget and staff related operations.

• Electronic File Keeping, Digital Faxing, Use of Copier

• Knowledgeable of additional software applications for the creation, management and editing of documents (including by not limited to Adobe, Canva)

• Ability to support meeting facilitation and run meetings, when necessary, on various virtual meeting tools such as Zoom, Google Meet, and GoToMeeting

PREVIOUS WORK EXPERIENCE:  Minimum two to four years working with managers, directors, or executive staff to support the implementation of programs and projects across the organization.

EDUCATIONAL REQUIREMENTS:  An associate or bachelor’s degree. A coordinator's degree can be earned in a variety of disciplines including event management, hospitality, business administration or another related field.

DISCLAIMER: “Nothing in this position description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.”