Program Coordinator

United Way; St. Louis (MO); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Vacation 15 days first year

Parental leave

Flexible time

Volunteer days

10 holidays observed

Medical insurance

Dental insurance

Vision insurance

Life insurance

Short term disability

Long term disability

403(b) with company match

Job summary

United Way is seeking a Program Coordinator to support the Foundation Director with administrative and program coordination duties. This role focuses on calendar management, meeting logistics, travel, expense reporting, and minute-taking, while ensuring efficient grant processes and data integrity in grant management systems.

You will engage with grantees and partners, manage inquiries, and help develop department communications and the Annual Impact Report, contributing to strategic

Qualifications

• High school diploma required; bachelor's degree preferred.
• 3–5 years of administrative or program coordination experience preferred.
• Advanced proficiency in Microsoft Office, especially Excel; grants management experience preferred.
• Ability to learn new technologies and software applications.
• Strong organizational skills with attention to detail and discretion.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provides administrative and project coordination support to the Foundation Director, including calendar management, meeting planning, travel arrangements, expense reporting, correspondence, agendas, and minutes.
• Serves as primary contact for calls, visitors, and inquiries, and prioritizes requests with sound judgment.
• Maintains departmental records, budgets, invoices, payments, and administrative processes for accuracy and efficiency.
• Oversees data integrity within grant management systems and databases, including grantee records and upload of documentation.
• Supports grantees and stakeholders by guiding grant and reporting processes and ensuring timely communication.
• Conducts research on best practices to support strategic philanthropic initiatives.
• Assists in developing the Annual Impact Report and department communications.
• Builds relationships with community partners and attends events as needed.
• Monitors priorities and deadlines to support department operations and continuity.

Skills

Administrative support

Project coordination

Communication

Attention to detail

Discretion

Education

Bachelor's degree preferred

Tools

Microsoft Excel

Grant management systems

CRM/databases

Job description

The Program Coordinator

plays a key role in supporting the Foundation Director through the effective administration, coordination, and continuous improvement of departmental operations and initiatives. This position manages meeting logistics, calendars, projects, communications, and stakeholder inquiries while providing exceptional customer service. Success in this role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities with professionalism, discretion, and initiative.

General Responsibilities:

• Provides administrative and project coordination support to the Foundation Director, including calendar management, meeting planning, travel arrangements, expense reporting, correspondence, presentations, agendas, meeting materials, and minutes, scheduling logistics, managing invitations and attendance, preparing materials, and facilitating follow-up activities.
• Serves as a primary point of contact for calls, visitors, correspondence, and inquiries, exercising sound judgment in responding, routing, and prioritizing requests.
• Maintains departmental records, budgets, invoices, payments, check requests, mail, and administrative processes to ensure accuracy, efficiency, and compliance.
• Oversees data integrity within grant management systems and databases, including maintaining grantee records, uploading documentation, and supporting grantmaking administration.
• Supports grantees and stakeholders by providing guidance on grant and reporting processes and ensuring timely communication of requirements and expectations.
• Conducts research on best practices, trends, and benchmarking to support strategic philanthropic initiatives.
• Assists in the development of the Annual Impact Report and other department communications.
• Builds and maintains positive relationships with community partners, nonprofit organizations, and other stakeholders; attends community events and meetings as needed.
• Monitors upcoming priorities, commitments, projects, and deadlines to support effective department operations and continuity.

Knowledge, Skills and Abilities:

• High school diploma required; bachelor's degree or equivalent combination of education and experience preferred.
• Three to five years of progressively responsible administrative, program coordination, or executive support experience preferred.
• Advanced proficiency in Microsoft Office, particularly Excel; experience with grants management systems or similar databases preferred.
• Demonstrated ability to learn and effectively utilize new technologies and software applications.
• Strong organizational skills with exceptional attention to detail, accuracy, and follow-through.
• Proven ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced, dynamic environment.
• Strong problem-solving, critical-thinking, and project management skills, with the ability to exercise sound judgment and discretion.
• Collaborative team player with the ability to build and maintain productive relationships with staff, volunteers, community partners, and stakeholders.

We offer a hybrid schedule comprehensive benefits package including 15 days of vacation earned over the first 12 months of employment, parental leave, flexible time, 3 volunteer days, 10 company observed holidays, sick pay, medical, dental, vision and life insurance for you and your family effective the first of the month after hire, short term disability, long term disability, and a 403(b) with an organization match and 3 year vesting schedule.