Program Coordinator Assistant (1) Grace Klein Community

Grace Klein Community, Inc.; Bessemer (AL); Hybrid; USD 20,664,000 - 30,307,000; Full time

Job summary

Grace Klein Community, Inc. is seeking a Program Coordinator Assistant in Bessemer, AL to support planning, coordination, and volunteer oversight for multiple Grace Klein program initiatives. The role helps run events, secure donations, and strengthen community engagement.

Ideal candidates will excel in a fast-paced environment, manage concurrent projects, and maintain strong attention to detail while coordinating tasks and volunteers across programs.

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.

Responsibilities

• 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 and times.
• Administer barrel partner commitments, including drop-offs and pickups.
• Administer individual donor drop-offs.
• Assist the Programs Coordinator with reporting program progress.
• Track data related to partner commitments.
• Identify partners to thank via social media or personal notes.
• Provide volunteer oversight and task delegation.
• Recruit volunteers to support program initiatives.
• Set up volunteer sign-up platforms.
• Create awareness of volunteer opportunities.
• Provide 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.

Skills

Organizational skills

Attention to detail

Communication skills

Volunteer coordination

Multitasking

Teamwork

Data tracking

Community engagement

Tools

Microsoft Office

Monday.com

Email

Spreadsheets

Job description

Now Hiring

Full-time, hourly-paid position
40 hours per week
Location: 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 the task at hand, we do everything in our power to make a place for everyone. We stop and listen, we pray, and we encourage gifts, skills, and purpose. We foster relationships with people where they are, whether in abundance or crisis. Our vision comes down to the basics of the early church: “We all have a need; we all have something to give. If we all share what we have, we all have what we need.”

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-day 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

• 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 and times.
• Administer barrel partner commitments, including drop-offs and pickups.
• Administer individual donor drop-offs.
• Assist the Programs Coordinator with reporting program progress.
• Track data related to partner commitments.
• Identify partners to thank via social media or personal notes.
• Provide volunteer oversight and task delegation.
• Recruit volunteers to support program initiatives.
• Set up volunteer sign-up platforms.
• Create awareness of volunteer opportunities.
• Provide 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

Diaper Program

• Manage diaper requests and onboard families into the program.
• Implement strategies to increase diaper donations.
• Support promotional efforts and community engagement.
• Complete data entry and annual reporting.
• Ensure monthly diaper distribution days are fully planned and resourced.

Elevate Program

• Secure program sponsorships.
• Support special event planning, including food support and volunteer needs.
• Complete data entry and reporting.
• Support promotional efforts for the program.

Back-to-School Distribution Program

• Obtain sponsorships and barrel partners.
• Facilitate school supply drives.
• Complete annual reporting and data entry.
• Ensure program materials and logistics are prepared for distribution day.

Christmas Program

• Secure sponsorships and barrel partners.
• Coordinate communication between donors and recipients.
• Ensure Papa J’s Workshop is prepared with all necessary supplies.
• Support promotional efforts and recordkeeping.

Green Bin Initiative

• Drive 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, including stained, torn, or damaged items, is designated for bins.
• Coordinate logistics for distributing bags to various locations and improving overall initiative efficiency.

Etsy

• Promote and increase 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 in a timely manner.
• 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 for Etsy and storefront operations.
• 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, including email, spreadsheets, Microsoft Office, online platforms, and Monday.com.

Work Schedule

• General work hours are Monday–Friday, 8:30 AM–5:00 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, including 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 25 lbs.+
• The position reports directly to the Programs Coordinator.