The Willie and Vivian Gaddis Foundation Program Coordinator provides essential program and administrative program support to ensure the organization's operational excellence. Under the Executive Director's and CEO's direction, the incumbent will manage, maintain, and plan program communication efforts, program record keeping, and program events for the foundation, including providing administrative oversight for the Jump Start College Experience and Scholarship program.

POSITION REQUIREMENTS

The role requires 20 - 30 onsite hours weekly, offering flexibility and hybrid work options. Successful candidates will possess the following:

Possession of two years of college preferred with equivalent work experience; non-profit or mission-driven experience preferred
Minimum of 2 years experience working in a collaborative environment with multiple stakeholders, including staff, volunteers, participants, and program partners
Minimum of 2 years of technical proficiency with Microsoft Office Suite
Minimum of 1-year experience in stakeholder management and strategic planning initiatives
Minimum of 1-year experience in an administrative support role with knowledge of CRM tools
Experience with office software (e.g., Microsoft Office Suite, Google
Workspace) and administrative tools.Ability to develop in-depth knowledge of Gaddis Foundation program structure and to support program implementation
Demonstrated ability to manage time to complete program projects within designated timeline effectively
Demonstrated ability to provide exceptional customer service to program partners, advocates, and participants
Demonstrated ability to organize with sharp analytical and strong interpersonal on-the-job skills and experience

POSITION RESPONSIBILITIES

To provide program and administrative support for the Gaddis Foundation, including but not limited to scheduling meetings, managing program calendars, and addressing program inquiries within a 24-48 hours.
To provide communicative support by drafting necessary program correspondence, including newsletters, press releases, advertising, and planning for program events and activities.
To ensure accurate record-keeping of program files in accordance with grant requirements; maintaining staff meeting minutes, program database, and onsite and digital filing systems.
To oversee onsite office needs, order office supplies, coordinate with contractors and vendors, identify meeting spaces, and troubleshoot office equipment as needed
To assist the Program Manager with event planning and coordinating logistics while supporting program activities.
To maintain program participant records supporting internal and external applications (JotForm) and program fees (Stripe).
To manage special projects as assigned, assisting with various projects; attend JumpStart events (virtual and in-person); facilitate meetings with external vendors (transportation, marketing, photography, etc.)
To operate in a professional manner at all times; be punctual, organized and prepared ready to interact with all stakeholders as needed.

PREFERRED ATTRIBUTES

Ideal candidate has a passion for the organization’s mission and values
Ideal candidate is flexible; able to adapt to a dynamic, fast-paced, non-profit environment
Ideal candidate is professional and discreet, appropriately maintaining confidential information

The Willie and Vivian Gaddis Foundation

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Program Coordinator