PROGRAM ADMINISTRATIVE COORDINATOR

Job Description

Job Description

POSITION SUMMARY:

Under the direction of the Director, Program Strategy & Operations, the Program Administrative Coordinator supports the execution and coordination of program operations and recruitment processes across all program areas, with a focus on implementing established processes, maintaining accurate systems, and ensuring timely follow-through on operational and hiring workflows. In partnership with program leaders, this role promotes consistency, communication, and accountability across departments.

ESSENTIAL FUNCTIONS:

Administration & Operational Coordination

• Maintain accurate program data and records within systems (e.g., ActiveNet), ensuring completeness and consistency
• Execute updates to program sessions in ActiveNet during session transitions, ensuring data accuracy for financial reporting
• Support the execution of registration-related processes, including tracking rosters, waitlists, transfers, and withdrawals in alignment with established procedures
• Coordinate program schedules, room assignments, and shared calendars to support effective space utilization
• Performs monthly reviews of department web pages to ensure program information is accurate, up to date, and aligned with current schedules, offerings, and organizational standards.
• Maintain and update multi-program calendars, including tracking schedules across program areas
• Research, generate, and maintain multi-school district calendars across both centers to support program planning
• Support internal communication processes by ensuring timely and accurate distribution of information
• Maintain organized files, documentation, and shared resources to support operational clarity and consistency
• Coordinate office supply needs by collecting departmental requests, submitting orders through the Senior Director, Systems & Services, and tracking fulfillment

Recruitment & Talent Acquisition Coordination

• Under the leadership of the Director of Program Strategy & Operations, coordinates recruitment workflows to ensure a consistent, timely, and organized hiring process across the organization
• Serves as the primary coordinator for recruitment and onboarding activities, supporting candidate sourcing, interview scheduling, hiring processes, orientation, and new hire integration to ensure a positive and consistent employee experience.
• Supports intake and tracking of recruitment needs in collaboration with the Director and Human Resources
• Monitors applications and maintain consistent communication with candidates throughout the recruitment cycle.
• Coordinates interview scheduling and logistics across candidates and hiring teams
• Prepares and organizes candidate materials for interviews
• Initiates and tracks pre-employment assessments (e.g., Harver), including reminders and reference completion
• Maintains consistent follow-up to ensure candidates are appropriately advanced or closed out
• Track hiring progress and follow up on outstanding steps to support timely completion of the process
• Serve as the primary contact for new employees, providing guidance, support, and timely communication throughout onboarding
• Prepare and distribute onboarding materials, completion of employment paperwork and coordinate orientation schedules
• Collaborate with hiring managers and department leaders to ensure equipment, system access, and resources are prepared prior to applicant start
• Track onboarding milestones and maintain records within HR systems

Meeting Coordination

• Assist the Director, Program Strategy & Operations with coordination of Program and Operations meetings, including event planning meetings and post-event debriefs, and take and distribute clear, accurate meeting notes in a timely manner
• Coordinate logistics, including scheduling, materials, and setup
• Track action items and follow up on outstanding items to support completion

ORGANIZATION-WIDE SUPPORT/COLLABORATION

• Support the Coordination of the weekly all-staff update (MYSST), ensuring timely, accurate, and consistent communication of key organizational updates across departments
• Interacts with a positive attitude with participants, members, parents, and staff.
• Performs as an integral member of the Family Center staff team, working toward an increase in member growth, satisfaction and retention and program expansion.
• Participates in registrations, open houses, Healthy Kids Day, and other YMCA community events.
• Manages unexpected situations/emergencies in an efficient, professional manner, complete incident reports following every qualifying incident.
• Adherence to YMCA policies, safety standards, and child protection practices
• Participates in staff meetings and trainings.
• Other duties as assigned.

Abuse Prevention Responsibilities:

All employees are expected to maintain boundaries, follow mandated reporting requirements, and uphold our policies and procedures to protect youth and participants. This includes attending required trainings. reporting suspicious or inappropriate behaviors and adhering to procedures that minimize risk. Supervisors are also responsible for providing oversight, feedback, and accountability to ensure staff and volunteers follow these standards. Our organization is committed to creating a safe environment.

Philanthropy:

All YMCA staff are accountable for understanding the organization’s charitable status and mission to assure access for all through active participation in fundraising and philanthropy efforts.

• Work with the Development Team, HR, and key philanthropy volunteers to increase your understanding and skill set.
• Train, mentor, equip and hold your staff accountable for participating in the annual campaign by identifying and recruiting volunteers and soliciting donations.
• Build strategic relationships with members for year-round member cultivation to increase the number of member campaign volunteers and donors.
• Assist in achieving annual support campaign goal by directly and personally participating in campaign efforts and ongoing fundraising by identifying new volunteers and potential new donors. Recruit volunteer campaigners for the annual campaign; secure their campaign gift and assist them in achieving the department goal of $23,000.

YMCA LEADERSHIP COMPETENCIES: TEAM LEADER

Mission Advancement : Accepts and demonstrates the Y’s values. Demonstrates a desire to serve
others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fund-raising.

Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and
perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s
point of view and remains calm in challenging situations. Listens for understanding and meaning;
speaks and writes effectively. Takes initiative to assist in developing others.

Operational Effectiveness : Makes sound judgments, and transfers learning from one situation to
another. Embraces new approaches and discovers ideas to create a better member experience.

Establishes goals, clarifies tasks, plans work and actively participates in meetings. Follows budgeting policies and procedures and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.

Personal Growth : Pursues self-development that enhances job performance. Demonstrates an
openness to change and seeks opportunities in the change process. Accurately assesses personal feelings, strengths, and limitations and how they impact relationships. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

QUALIFICATIONS:

• Bachelor’s degree or equivalent experience.
• Minimum two years customer service experience, including strong initiative in relationship development and engagement with customers and partners.
• Excellent written and verbal communication skills, including ability to work independently on relationship development.
• Strong commitment to Madison Area Y mission, values, and Strategic Plan goals, including its key initiatives for mental health and holistic wellness.
• Demonstrated maturity, professional judgment, initiative, diplomacy, and discretion and maintaining confidentiality.
• Strong team orientation and demonstrated effectiveness with independent communications with members, staff, volunteers, donors, and prospective partners.
• Competence with automated databases, e.g., Microsoft Office/Excel programs.
• Accuracy in managing information and data, including producing reports for organizational outcomes and impact assessment.

WORKING CONDITIONS:

• Ability to work more than a 40-hour week with irregular work hours.
• Ability to walk, stand, and sit (including on the floor) for long periods of time while maintaining alertness for several hours at a time. May also require bending, kneeling, leaning.
• Potential exposure to communicable diseases and bodily fluids is possible.
• Must be able to lift and/or assist children up to 50 pounds in weight.
• Must be able to lift and carry up to 50 pounds.
• Ability to speak concisely and effectively communicate.
• Visual and auditory ability to respond to critical situations and physical ability to act swiftly in an emergency. Able to administer first aid.
• Ability to view/enter data for long periods of time.