Program Coordinator Assistant

Vestavia Hills; Bessemer (AL); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Grace Klein Community in Bessemer, AL is seeking a Program Coordinator Assistant to support planning, coordination, and volunteer oversight across our community programs. The role focuses on day-to-day operations, events, and donor engagement to strengthen outreach.

The ideal candidate excels in a fast-paced environment, manages multiple projects, maintains attention to detail, and coordinates volunteers effectively.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple programs and projects simultaneously.
• Excellent communication and interpersonal skills.
• Experience in volunteer coordination and community engagement preferred.
• Comfortable working independently and as part of a team.
• Ability to track inventory, donations, and program progress using data systems.
• Proficiency in basic computer tools (email, spreadsheets, Microsoft Office, online platforms, and Monday.com).

Responsibilities

• Secure partners to support Grace Klein programs.
• Coordinate event dates, locations, and logistics.
• Oversee volunteers and delegate tasks.
• Recruit volunteers and set up sign-up platforms.
• Track program data and assist with reporting.
• Support intern oversight and training.
• Maintain organization of Community Outreach Hall and spaces.

Skills

Strong organizational skills

Excellent communication

Volunteer coordination experience

Ability to manage multiple projects

Data tracking using data systems

Proficiency in basic computer tools

Tools

Microsoft Office

Spreadsheets

Monday.com

Job description

Program Coordinator Assistant
A full-time, hourly paid position, 40 hours per week.
Location address: 2701 Morgan Road, Bessemer, AL 35022

Grace Klein Community (GKC) is a nonprofit organization dedicated to fostering community, addressing food insecurity, and promoting sustainability. We work collaboratively with local and global partners to serve those in need, building relationships to create lasting impact. Our most important function is as a ministry. People come FIRST. No matter what task is at hand, we do everything in our power to make a place for everyone. We stop and listen, we pray, we help encourage gifts, skills, and purpose. We foster Grace Klein Community ?Grace Klein Community ? Website

Position Summary

The Program Coordinator Assistant supports the planning, coordination, and volunteer
oversight for Grace Klein Community program initiatives. The role assists with day-to-
program operations, helps ensure events and distributions run smoothly, supports
efforts to secure financial donations and sponsorships, and contributes to strategies to
strengthen community engagement. The ideal candidate must excel in a fast-paced
environment, demonstrate resilience when managing numerous concurrent projects,
maintain exceptional attention to detail, think critically and rapidly, and effectively
coordinate multiple tasks simultaneously.

Key Programs Focus

• Diaper Program
• Elevate Program
• Back-to-School Distribution Program
• Christmas Program
• Green Bin Initiative
• Etsy
• Quarterly Thank You Notes

General Responsibilities (including but notlimited to)

• Secure business, church, and organizational partners to support Grace Klein programs.
• Secure tangible donation partners aligned with program needs.
• Secure financial donation partners aligned with program needs.
• Secure donation barrel partners for donation collections.
• Secure event locations and coordinate event dates/times.
• Administer barrel partner commitments, including drop-offs and pickups.
• Administer individual donor drop-offs.
• Assist the Programs Coordinator with reporting program progress.
• Data tracking related to partner commitments.
• Identifying partners to thank via social media or personal notes.
• Volunteer oversight and task delegation.
• Recruit volunteers to support program initiatives.
• Setting up volunteer sign-up platforms.
• Creating awareness of volunteer opportunities.
• Volunteer training, scheduling, delegation, and task supervision.
• Support all program distributions and events.
• Assist with intern oversight, ensuring interns are well-equipped, trained, and knowledgeable about program operations and processes to effectively support and strengthen all program areas.
• Maintain overall order and organization of the Community Outreach Hall.
• Keep office spaces clean, organized, and free of clutter.

Program-Specific Responsibilities (including but notlimited to)

Diaper Program

• Manage diaper requests and onboard families into the program.
• Strategy implementation to increase diaper donations.
• Promotional efforts and community engagement.
• Data entry and annual reporting.
• Monthly diaper distribution days are fully planned and resourced.

Elevate Program

• Secure program sponsorships.

Back-to-School Distribution Program

• Obtain sponsorships and barrel partners.
• Facilitate school supply drives.
• Annual reporting and data entry.
• Program materials and logistics are prepared for distribution day.

Christmas Program

• Secure sponsorships and barrel partners.
• Communication between donors and recipients.
• Papa J’s Workshop is prepared with all necessary supplies.
• Promotional efforts and recordkeeping.

Green Bin Initiative

• Driving bin collections at four locations to maximize recycling revenue.
• Monitor all four bin locations and ensure consistency in donation flow.
• Ensure only out-of-season or unusable clothing (stained, torn, smelly, etc.) is designated for bins.
• Logistics for distributing bags to various locations and improving overall initiative efficiency.

Etsy

• Promoting and increasing visibility for the Etsy store.
• Maintain the Etsy storefront with current listings, descriptions, and product photography.
• Fulfill Etsy orders accurately and on time.
• Maintain the in-office storefront area so it is clean, orderly, and shopper-ready.
• Organize materials and inventory related to Etsy operations.

Quarterly Thank-You Notes

• Create quarterly template drafts for approval.
• Recruit volunteers to assist with writing thank-you notes.
• Ensure thank-you notes are written and mailed promptly.
• Maintain inventory of supplies and request replacements as needed.
• Update Monday.com with tracking and progress.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple programs and projects simultaneously.
• Excellent communication and interpersonal skills.
• Experience in volunteer coordination and community engagement preferred.
• Comfortable working independently and as part of a team.
• Ability to track inventory, donations, and program progress using data systems.
• Strong written and verbal communication skills.
• Creative skills or interest in promotional content and community engagement.
• Experience working with volunteers or coordinating community projects preferred.
• Comfortable managing merchandise, displays, and order fulfillment (Etsy/storefront).
• Strong problem-solving skills and flexibility to respond to evolving program needs.
• Ability to maintain professionalism with donors, volunteers, and community partners.
• Proficiency in basic computer tools (email, spreadsheets, Microsoft Office, online platforms, and Monday.com).

Notes

The position reports directly to the Programs Coordinator.
General work hours are Monday–Friday, 8:30 AM–5:0 0 PM.

Flexibility is required, as some days may require earlier start times or later end times based on program needs, especially during distributions and events (diaper distributions, School Supply Distribution, Christmas, and shoe pick-ups). Weekend flexibility is required, as staff participate in a rotating schedule to lead serve teams.

Must be willing and able to lift 25lbs+.