Program Operations Coordinator - LGBTQ+ Aging Programs

Second Day; New York (NY); Hybrid; USD 44,000 - 60,000; Full time

Benefits offered by this job

Hybrid work location

Union-covered position

Medical and dental insurance

401(k) with match

Generous PTO

Job summary

SAGE is seeking a Program Operations Coordinator to support SAGEServes, delivering programming for LGBTQ+ older adults across NYC and South Florida. This hybrid role focuses on administrative and operational tasks, with collaboration across Special Programs, Care Management, and other departments.

Responsibilities include event logistics, grant reporting, staff onboarding, participant outreach, data management in Salesforce, and budget tracking.

Qualifications

• At least 2 years of experience providing administrative support to social service programs and/or non-profit leaders.
• Strong organizational skills with the ability to manage multiple projects and schedules.
• Strong interpersonal communication skills.
• Ability to work independently and collaboratively as part of a team.
• Proficiency in Microsoft Word, Excel, and PowerPoint, with the ability to learn Salesforce and other relevant software.
• Demonstrated cultural humility and familiarity with issues impacting diverse older adults across race, ethnicity, socioeconomic class, sexual orientation, gender identity and expression, ability, immigration status, HIV status, and other intersecting identities.

Responsibilities

• Coordinate operational, programmatic, and administrative functions within the Special Programs Department, including event logistics, grant reporting, and participant engagement.
• Support the Director of Special Programs in preparing for and participating in internal and external meetings and speaking engagements, including developing prep materials and gathering relevant information, coordinating scheduling, logistics, creating agendas and taking notes, and tracking action items.
• Assist in hiring and onboarding processes by leading initial screenings of job applicants, managing interview scheduling and onboarding logistics, and facilitating departmental orientation for new team members.
• Engage LGBTQ+ older adults participating in SAGEServes programming - staffing the information hotline, providing internal and external referrals using a PCTI approach, coordinating transportation and emergency fund requests, and completing intakes, as needed.
• Conduct participant outreach and recruitment for programs, events, surveys, and other initiatives.
• Prepare data and narratives for grant proposals and reports, in collaboration with Special Programs, Care Management and Development teams.
• Coordinate the department’s timely and accurate submission of programmatic reports and deliverable data for internal and external use.
• Support budget tracking and reconciliation – collecting documentation, processing and monitoring expenses, and maintaining organized financial records using Microsoft Excel and other financial tracking tools.
• Manage the independent contractor agreement and vendor invoice pipeline, partnering with SAGEServes staff and the Finance Department to ensure timely payment.
• Assist with program data collection and tracking, including maintaining accurate participant and program records in Salesforce and other internal databases.
• Coordinate logistical and administrative aspects of Special Programs events and community gatherings, including managing vendor relationships, ordering catering and supplies, tracking registration, booking transportation, and supporting day-of logistics.
• Develop program outreach content, including designing event flyers and materials, writing participant- and partner-facing communications, and ensuring brand and messaging consistency across Special Programs' external-facing materials and in alignment with the Communications Department’s and funders’ guidelines.

Skills

Strong organizational skills

Interpersonal communication

Independent and collaborative work

Microsoft Word, Excel, PowerPoint

Salesforce (learnable)

Cultural humility

Education

Bachelor’s degree or equivalent professional experience preferred

Tools

Salesforce

Microsoft Word

Excel

PowerPoint

Job description

SAGE is seeking a Program Operations Coordinator to support SAGEServes, delivering programming for LGBTQ+ older adults across NYC and South Florida. This hybrid role focuses on administrative and operational tasks, with collaboration across Special Programs, Care Management, and other departments.

Responsibilities include event logistics, grant reporting, staff onboarding, participant outreach, data management in Salesforce, and budget tracking.