Program Coordinator - Special Populations

Description

The Program Coordinator keeps the Special Populations Department organized and responsive by combining office administration, program coordination, and special-event execution. The position manages routine departmental systems, supports assigned programs, and coordinates events from planning through closeout.

Requirements

Duties and Responsibilities

Office Administration — 40%

• Manage department calendars, meetings, correspondence, shared files, supply orders, contact lists, and routine administrative workflows.
• Prepare agendas, materials, minutes, action-item trackers, presentations, purchase requests, and status updates; protect confidential information.
• Track deadlines, approvals, invoices, records, and follow-up items and elevate unresolved issues to the Senior Project Manager.

Program Support — 30%

• Support Be Next, FAE&T Plus, SSR, PATH-related initiatives, and other assigned projects by maintaining schedules, trackers, participant or partner communications, and required documentation.
• Coordinate information and deliverables across staff, career centers, community partners, vendors, and internal departments.
• Assist with data entry, reporting, file review, procurement documentation, and project closeout.

Special Events — 30%

• Coordinate training, graduations, recruitment events, workshops, partner meetings, and community activities.
• Maintain event plans, registration and guest lists, run-of-show documents, staffing assignments, vendors, supplies, room setup, accessibility needs, and participant communications.
• Complete event reconciliation, attendance and outcome documentation, feedback collection, and lessons learned.

Minimum Qualifications

• Bachelor’s degree in business administration, public administration, nonprofit management, communications, hospitality, project management, or a related field.
• Minimum of three years of experience in office administration, project or program coordination, events, nonprofit services, government, or a related setting.
• Strong Microsoft Word, Excel, PowerPoint, Teams, Outlook, written communication, organization, customer service, and follow-through skills.

Core Competencies

• Organization and prioritization 
• Professional communication 
• Event logistics 
• Accurate documentation 
• Initiative and discretion 
• Teamwork and adaptability

Work Requirements

• Full-time position. Local travel and occasional early morning, evening, or weekend work may be required for programs and events. 
• Reasonable accommodation is available as required by law.

Licenses: 

• Valid State of Michigan Driver’s License and Vehicle Insurance.

Other:  

• Background check and drug screen required. 
• Salary commensurate with experience.