Program Coordinator - Madison, WI

Vision To Learn; Madison (WI); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Paid Time Off

401(k)

Employee Assistance Program

Flexible Spending Account

Dental Insurance

Job summary

Vision To Learn is expanding to Wisconsin, launching a Madison program and seeking a Program Coordinator to partner with districts, clinical staff, and operations. You will manage daily reporting, scheduling, and data across mobile vision clinics, supporting strong program delivery and outcomes.

You will travel to schools, coordinate optometrist schedules, maintain data in EHR/Basecamp, and help grow partnerships while coordinating with principals, nurses, and district admins to ensure timely

Qualifications

• Bachelor’s degree required.
• Two or more years’ experience working with schools preferred.
• Excellent use of Excel and Microsoft Office Suite.
• Experience with diverse student populations.
• Clean Wisconsin driver’s license on record.

Responsibilities

• Coordinate with Program Manager to outline a strategic schedule for mobile vision clinic at schools according to district calendars.
• Coordinate optometrist staff schedules and approve timesheets.
• Oversee clinic team and ensure MOUs compliance.
• Input accurate and timely data into VTL systems (EHR, spreadsheets, Basecamp).
• Collaborate with nurses, principals, and district admins to collect testimonials and photos.
• Identify and coordinate partnerships for summer exam opportunities.
• Oversee volunteer program and assist with special events.
• Travel regularly to schools to support field staff and ensure program delivery.

Skills

Excel

Office suite

English communication

Driver's license

Diversity experience

Education

Bachelor’s Degree Required

Job description

Job Description

VISION TO LEARN - This is not a remote position

POSITION TITLE: Program Coordinator – Madison, WI

LOCATION: Madison, WI

COMPENSATION: $22-$28/hr – commensurate with experience

JOB TYPE: Full Time + Benefits

Join us to make a difference in the underserved pediatric population

About Vision To Learn

Vision To Learn is the largest school-based vision care nonprofit in the country. VTL exists to address one basic premise – if you can’t see, you can’t learn. Vision To Learn provides eye exams and glasses to students in underserved communities at no cost to them or their families to help them succeed in school and in life. Founded in Los Angeles in 2012, Vision To Learn has since expanded to schools across the country. Vision care is critical as 80% of all learning during a child’s first 12 years is visual, we work to solve the problem of lack of access by partnering with school districts to provide eye exams and glasses at no charge to families. We have provided over 3.8 million vision screenings, 800,000 eye exams and 630,000 new, prescription glasses in the last decade.

Who We Are

Vision To Learn will expand our work into Wisconsin, launching a new program serving the Madison area. We are friendly, high energy, knowledgeable, and detail-oriented professionals committed to Vision To Learn’s mission. We approach our work with a value system of service excellence, empathy, integrity, open communication, empowerment, and an eagerness to help the communities we serve.

Position Summary

The Program Coordinator will coordinate with key district partners, clinical staff, and members of the operations team with daily reporting, tracking, communication, and scheduling. A successful Program Coordinator can set incremental goals and accomplish them and capably handles a wide range of tasks.

On a day-to-day basis, the Program Coordinator will complete tasks with accuracy and speed and be able to think and act quickly to provide solutions/troubleshoot when issues arise. Under the supervision of the Program Manager, the Program Coordinator will lead all operations processes for a particular region while measuring productivity via reporting and collaborating with district and school administrative staff, nurses, and principals.

Specific Responsibilities

• Work with Program Manager to outline a strategic schedule for mobile vision clinic at schools according to the relevant district calendars to maximize students served
• Effectively coordinate optometrist staff schedules according to their geography and approve timesheets
• Oversee clinic team
• Ensure staff clearances are provided to school districts in compliance with MOUs
• Work with operations department, nurses and county health officials, principals, district administrators to both proactively identify and suggest changes to the schedule and to react quickly to ever-changing needs relating to the schedule, including provider unavailability and urgent visit needs
• Coordinate operations staff to input accurate and timely data into relevant VTL systems
• Work with nurses, principals, and district administrators to collect testimonials and photos
• Help identify and coordinate partnerships for summer exam opportunities
• Oversee volunteer program
• Assist with special event planning
• Regular travel to schools to support field staff and ensure high quality program delivery
• Support Program Manager by maintaining all relevant programmatic data points, including EHR system, tracking spreadsheets, and Basecamp
• Serve as bridge between Program Manager, operations staff, and districts to ensure schedule changes and updates are communicated in a timely manner
• Willing to be crossed trained to work on the mobile clinic as a technician, conduct vision screenings, dispensing, and checking in glasses.
• Other tasks and responsibilities may be assigned as required

Who You Are

• A self-motivated, energetic individual that can work independently and effectively with team members
• A problem solver with a keen understanding of how logistical decisions impact others
• A great multi-tasker with the ability to work calmly and respond courteously under pressure
• Able to work with all levels within an organization
• Someone who is flexible and able to roll up their sleeves and move work forward
• Someone who is accurate, organized and detail-oriented
• Excellent written and verbal English communication skills
• Willingness to commute/travel within the Dane County and Rock County area and additional surrounding counties as program expands

Qualifications

• Bachelor’s Degree Required
• Two or more years’ experience working with schools preferred
• Skilled at Excel and in using Microsoft office suite
• Experience working with a diverse population
• Clean driver’s license record and current Wisconsin driver’s license

Vision To Learn is committed to a diverse staff and to a culture that holds equity as a value and a priority. VTL welcomes applicants who bring a variety of perspectives, experiences, and competencies. People of color, women, people with disabilities, and LGBTQIA+ persons are strongly encouraged to apply. VTL is an equal opportunity employer and does not discriminate based on race, creed, color, religion, ethnicity, national origin, party or political affiliation, sex, sexual orientation or gender identity, age, disability, veteran status, marital status, or any illegal or prohibited factor.

As a direct healthcare provider and to protect the health and well-being of our employees, VTL has implemented best practices for ensuring a clean and safe work environment. Employees will be asked to pass a Department of Justice background check/fingerprinting (LiveScan), child abuse history clearance, TB, and drug test.

Benefits

• Health Insurance
• Vision Insurance
• Paid Time Off
• 401(k)
• Employee Assistance Program
• Flexible Spending Account
• Dental Insurance