Programs Coordinator - Outdoor Education

KMR Management Pty Ltd; Northern Beaches Council; On-site; AUD 60,000 - 75,000; Full time

Job summary

YouthAdvance seeks a Program Co-ordinator to provide essential administrative and coordination support across its Duke of Ed programs. You will work with the Programs Manager, Guides, Duke of Ed Leaders, schools, parents and participants to coordinate programs from initial scheduling through to delivery.

Every day brings new tasks: confirming dates and participant numbers, preparing documentation, updating event pages, handling parent enquiries or organising vehicle maintenance.

Qualifications

• Previous experience in administration, coordination, customer service, events, education or a similar role.
• Excellent organisational and time-management skills.
• Strong written and verbal communication skills.
• High level of attention to detail.
• Confidence using Microsoft Office, Zoho CRM, WordPress or similar systems.
• Ability to learn and confidently use new software and AI systems.
• Ability to manage confidential participant information appropriately.
• Ability to work independently while also being a supportive team member.

Responsibilities

• Liaise with Duke of Ed Leaders to confirm participant numbers, suitable program dates and scheduling requirements
• Coordinate and secure program dates within the YouthAdvance calendar
• Assist with staffing allocation and coordination for programs
• Build, update and maintain online event pages
• Monitor enrolment numbers and provide regular updates to Duke of Ed Leaders and the Programs Team
• Manage participant and parent communications relating to programs
• Prepare and send program information, reminders and updates
• Respond to enquiries promptly, professionally and with a friendly approach
• Prepare, manage and distribute program documentation
• Provide day-to-day administrative and operational support to the Programs Manager

Skills

Administration

Coordination

Communication

Customer Service

Tools

Zoho CRM

WordPress

AI systems

Microsoft Office

Job description

As the Program Co-ordinator, you will provide essential administrative and coordination support across YouthAdvance's programs. You'll work closely with the Programs Manager, Guides, Duke of Ed Leaders, schools, parents and participants to coordinate programs from initial scheduling through to delivery.

No two days will be exactly the same. One day you might be confirming dates and participant numbers, the next preparing program documentation, updating an event page, responding to a parent enquiry or organising vehicle maintenance. You'll need to be someone who can keep track of lots of moving parts, communicate clearly and follow things through.

Key responsibilities

Liaise with Duke of Ed Leaders to confirm participant numbers, suitable program dates and scheduling requirements

Coordinate and secure program dates within the YouthAdvance calendar

Assist with staffing allocation and coordination for programs

Build, update and maintain online event pages

Monitor enrolment numbers and provide regular updates to Duke of Ed Leaders and the Programs Team

Manage participant and parent communications relating to programs

Prepare and send program information, reminders and updates

Respond to enquiries promptly, professionally and with a friendly approach

Prepare, manage and distribute program documentation

Provide day-to-day administrative and operational support to the Programs Manager

About you

Previous experience in administration, coordination, customer service, events, education or a similar role

Excellent organisational and time-management skills

Strong written and verbal communication skills

High level of attention to detail

Confidence using Microsoft Office, Zoho CRM, WordPress or similar systems

Ability to learn and confidently use new software and AI systems

Ability to manage confidential participant information appropriately

Ability to work independently while also being a supportive team member

About us

YouthAdvance delivers Duke of Ed Award programs to young people across Australia, including Adventurous Journeys, outdoor education programs and other Award experiences.

We are a passionate team committed to making the Duke of Ed experience easier for schools, parents and participants — while helping more young Australians become #WorldReady.