Program Coordinator, Adult Programs & Services

College Now Greater Cleveland; Cleveland (OH); Hybrid; USD 43,000 - 48,000; Full time

Job summary

College Now Greater Cleveland is seeking a Program Coordinator for Adult Programs and Services. The role blends office and community-site coordination with a hybrid schedule (3 days in office, 2 remote).

You will support scheduling, budgeting, and policy updates, while coordinating college visits and outreach campaigns. Requires a Bachelor's degree (preferred) and strong organizational skills for multiple sites.

Qualifications

• High level organizational skills with ability to multi-task in a busy environment.
• Detail oriented with professional oral and written communication.
• Ability to work autonomously and in a team with a collaborative focus.
• Maintain confidentiality and provide proactive program support.
• Adaptable to changing priorities and grant/school schedules.

Responsibilities

• Provide overall administrative support and coordination for programs and advising services.
• Manage scheduling, expense documentation, and policy updates for programs.
• Coordinate logistics for program execution and coordinate college visits.
• Oversee registration processes, outreach campaigns, and site communication.
• Support budgeting, invoicing, and expense tracking with accounting.

Skills

Office organization

Budget management

Event coordination

Professional communication

Team collaboration

Education

Bachelor's degree preferred

Associate degree acceptable

Tools

Blackbaud

Paycom

Adobe

Canva

Job description

Job DetailsJob Location: College Now - Cleveland, OH 44113Position Type: Full TimeEducation Level: Bachelor's degree preferredAn established leader in the Northeast Ohio civic landscape, College Now has been changing the lives of students in our region since 1967. We do this by providing college and career access advising, financial aid counseling, and scholarship and retention services to students from middle school through adulthood. An individual filling this position can expect to have a direct impact on Northeast Ohio students and families.

When you work for College Now, you are part of an innovative and visionary team,committedto College Now's mission, vision and values as we are committed to creating a collaborative workplace for team members. Offering superior benefits, ample opportunities for professional growth and development, and the chance to make an impact on the community, College Now is where careers are made and grown.

Position Title: Program Coordinator, Adult Programs and Services

Status: Full-time, Non-exempt

Standard Hours: 40 hours/week; occasional evening and weekend hours

Location: Rotating between office location and school or partner sites in the community; hybrid - 3 days in office and 2 days remote

Reports To: Director of Adult Programs and Services

Assigned To: Access Programs & Services

Salary Range: $43,000 - $48,000, commensurate with relevant experience

POSITION SUMMARY:

The Program Coordinator provides overall administrative support and coordination for programs and advising services. The Program Coordinator interfaces with employees at all levels including outside vendors and suppliers. The coordinator role is essential to keep programs running on time and on budget. The coordinator is responsible for supporting scheduling, expense documentation, preparing and updating policies and procedures, assisting with the logistics of program execution. Must be detail-oriented and able to manage multiple deadlines; especially as emergencies arise.

ESSENTIAL FUNCTIONS:

• Program Design, Planning
  • Support the implementation of and adjustment of processes and operations for programs as they are planned or designed.
• Program Operations, Management, and Monitoring
  • Order and coordinate the delivery of all supplies and refreshments necessary to run each unique program, including materials for daily operation, instruction, special events, and parent sessions.
  • Manage electronic registration process for programs, including tracking numbers, confirming registrants, and sharing registrant information with each site in a timely manner.
  • Coordinate college visits for programs, including the following: ordering transportation, organizing payment for lunch, confirming itineraries, arranging for visits to special programs on or off college campuses.
  • Manage outreach for Comeback Campaigns and other campaigns, including: leading email, text, and outreach calls, tracking outreach and resulting appointments, managing continued follow-up, etc.
  • Maintain a regular presence at program sites to assist with content delivery and/or support.
  • Fill-in in the absence of site personnel, as needed.
• Program Budgeting
  • Make allowable program purchases.
  • Utilize Blackbaud to submit invoices to generate payment via check and reconcile Amex purchases.
  • Maintain up-to-date expense tracking sheet for program knowledge and reconciliation with accounting.
  • Maintain copies of receipts, invoices, and other documentation pertaining to purchases and orders.
  • Stays abreast of College Now accounting policies and procedures.
• Business Development Support
  • Provide managers or directors information or insight into the financial aspects of contracts or partnerships as necessary to manage and/or build relationships.
• Leadership and Development of Staff
  • Provide support for various Adult Programs and Services and other Access department meetings and training.
  • Provide support for various College Now events and functions as requested or assigned.
• Research and Program Evaluation/Compliance
  • Collect and maintain supporting paperwork for grant compliance; assist with program audits.Knowledgeable of program grant guidelines.

ADDITIONAL RESPONSBILITIES:

• Collaborate internally with Access Programs and Services management team members to ensure seamless delivery of programs and projects.
• Attend College Now organizational level meetings or retreats as required.
• Attend community events/meetings to support program implementation if necessary.
• Must have reliable transportation to be able to go to multiple sites or locations.

QualificationsMust-Have Skills:

• High level organizational skills and able to multi-task in a busy environment
• Must be detailed oriented.
• Professional oral and written communication skills
• The individual must be able to work autonomously and in a team environment with a collaborative focus.
• Demonstrate excellent judgement; and as a support to administrative and financial functions maintain the highest level of confidentiality.
• Proactive and engaged to provide solutions or supports for program needs.
• Adaptable to changing priorities, changes in schedules due to grant, schedule, or school changes.

Must-Have Technical Skills:

• Proficient in Microsoft Office 365 Applications (Outlook, One Drive, Word, Excel, Teams, OneNote, PowerPoint)
• Ability or knowledge of Blackbaud, Paycom, or other financial and HR related software for managing and training budget and staff related operations.
• Electronic File Keeping, Digital Faxing, Use of Copier
• Knowledgeable of additional software applications for the creation, management and editing of documents (including by not limited to Adobe, Canva)
• Ability to support meeting facilitation and run meetings, when necessary, on various virtual meeting tools such as Teams, Zoom, Google Meet, and GoToMeeting

PREVIOUS WORK EXPERIENCE:

• Minimum two to four years working with managers, directors, or executive staff to support the implementation of programs and projects across the organization.

EDUCATIONAL REQUIREMENTS:

• An associate or bachelor’s degree. A coordinator's degree can be earned in a variety of disciplines including event management, hospitality, business administration or another related field.

DISCLAIMER:

"Nothing in this position description restricts management’srightto assign or reassign duties and responsibilities to this job at any time."