Program Coordinator

Horses Help; Cave Creek (AZ); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Horses Help Foundation seeks a Program Coordinator to act as the operational hub for direct-service programming. This role supports participant services, scheduling, communication, records management, and day-to-day logistics to ensure exceptional experiences for participants, families, instructors, volunteers, and community partners.

The ideal candidate collaborates with the Program Supervisor, Equine Manager, Office Manager, and instructional staff to deliver safe, organized, and

Qualifications

• Associate's degree preferred or equivalent combination of education and experience.
• Minimum of two years of experience in program coordination, customer service, nonprofit administration, education, healthcare, therapeutic recreation, or a related field.

Responsibilities

• Serve as the primary point of contact for participants, caregivers, groups, referral partners, and community agencies.
• Coordinate participant inquiries, intake, enrollment, evaluation, program placement, and ongoing communication.
• Coordinate and manage the program schedule, including cancellations, reschedules, and changes in participant needs.
• Prepare and maintain accurate participant records, schedules, attendance, and required documentation in the database.
• Coordinate Participant Plans and program evaluation, ensuring required documentation is complete and current.

Skills

Organizational skills

Written and verbal communication

Customer service

Attention to detail

Database/software proficiency

Education

Associate's degree or equivalent

Tools

Microsoft Office

Excel

Job description

The Program Coordinator serves as the operational hub of Horses Help's direct-service programming. Reporting to the Program Supervisor, this position coordinates participant services, scheduling, communication, records management, and day-to-day program

logistics to ensure exceptional experiences for participants, families, instructors, volunteers, and community partners.

The Program Coordinator works closely with the Program Supervisor, Equine Manager, Office Manager, and instructional staff to support the efficient delivery of safe, organized, and mission-aligned programming. The ideal candidate is highly organized, detail-oriented, customer-

focused, and thrives in a collaborative environment while managing multiple priorities.

PARTICIPANT SERVICES & PROGRAM COORDINATION

Serve as the primary point of contact for participants, caregivers, groups, referral partners, and community agencies.

Coordinate participant inquiries, intake, enrollment, evaluation, program placement, and ongoing communication.

Coordinate and manage the program schedule. This includes cancellations, reschedules, and changes in participant needs.

Liaise with staff to coordinate participants, instructors, volunteers, horses, and facilities.

Prepare and maintain accurate participant records, schedules, attendance, and required documentation in the database.

Coordinate Participant Plans and program evaluation, ensuring required documentation is complete and current.

ADMINISTRATIVE SUPPORT

Ensure participant files, releases, medical information, and required documentation remain current and complete.

Generate program reports and maintain accurate program statistics.

Assist with billing coordination by providing accurate attendance and participation information to the Office Manager.

Education & Experience

Associate's degree preferred or equivalent combination of education and experience.

Minimum of two years of experience in program coordination, customer service, nonprofit administration, education, healthcare, therapeutic recreation, or a related field.

Experience working with individuals with disabilities or in equine-assisted services is preferred.

Experience with scheduling software or database systems.

SKILLS & COMPETENCIES

Exceptional organizational and time management skills.

Strong written and verbal communication skills.

Excellent customer service and relationship-building abilities.

Ability to manage multiple priorities with attention to detail.

Comfortable learning and utilizing database and scheduling software.

Ability to maintain confidentiality and exercise sound judgment.

Strong problem-solving skills and a collaborative approach.

Proficient with Microsoft Office, especially Excel and cloud-based software systems.

First Aid & CPR certification (or ability to obtain within a specified timeframe).

COLLABORATION & ORGANIZATIONAL COMMITMENTS

Collaborate with the Program Supervisor, Equine Manager, Volunteer Coordinator, and instructors to identify and support participant needs, resolve challenges, and support effective program delivery.

Support instructors by providing accurate participant information, schedules, and program resources.

Participate in organizational meetings, trainings, events, and activities, including Barn Bash and other fundraising or community events as assigned.

Represent Horses Help Foundation professionally and in alignment with the organization's mission, vision, and values.

Promote a collaborative, solution-oriented, safe, welcoming, and inclusive workplace for participants, caregivers, volunteers, and staff.

Protect participant confidentiality, maintain professional boundaries, and support accurate documentation and data-informed decision-making.

WORKING CONDITIONS

Must be comfortable working in an equine environment, including exposure to outdoor weather conditions.

Ability to occasionally lift up to 25 pounds.

Occasional evening or weekend hours for special events or program needs.