Torchora
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Key Responsibilities and Required Skills for Program Coordinator

💰 $55,000 - $75,000

AdministrationProject ManagementNon-ProfitEducationOperations

🎯 Role Definition

As a Program Coordinator, you are the organizational backbone of our key initiatives and programs. You will be the central point of contact, ensuring that all moving parts of a program—from logistical planning and stakeholder communication to budget tracking and reporting—are synchronized and executed flawlessly. This role is crucial for driving program success, maintaining stakeholder engagement, and supporting the Program Manager in achieving strategic objectives. You will thrive in a dynamic environment, juggling multiple priorities with exceptional attention to detail and a proactive, problem-solving mindset. Your contribution will directly impact the program's effectiveness and the organization's overall mission.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Project Assistant / Project Administrator
  • Event Coordinator
  • Executive Assistant

Advancement To:

  • Program Manager
  • Project Manager
  • Operations Manager
  • Director of Programs

Lateral Moves:

  • Project Coordinator
  • Senior Administrative Coordinator
  • Grants Coordinator

Core Responsibilities

Primary Functions

  • Serve as the primary point of contact for all program-related inquiries from internal and external stakeholders, providing timely, accurate, and professional responses.
  • Coordinate all logistical aspects of program events, workshops, and meetings, including venue selection, vendor management, catering, travel arrangements, and technology setup.
  • Develop and maintain comprehensive program documentation, including detailed project plans, timelines, process maps, and stakeholder communication plans.
  • Monitor and track program progress against established goals, timelines, and key performance indicators (KPIs), proactively identifying risks and escalating issues to the Program Manager.
  • Manage program budgets by meticulously tracking expenditures, processing invoices and reimbursements, and preparing regular financial reconciliation reports for review.
  • Facilitate effective communication and seamless collaboration among cross-functional teams, ensuring all parties are aligned on program objectives and deliverables.
  • Assist in the creation and distribution of compelling marketing and communication materials (e.g., newsletters, flyers, social media updates) to promote program awareness and drive participant recruitment.
  • Oversee the entire lifecycle of program data, including collection, entry, cleaning, and analysis, to generate insightful reports on program effectiveness and inform continuous improvement.
  • Coordinate the scheduling of all program activities, preparing and distributing agendas, presentation materials, and detailed meeting minutes to ensure accountability.
  • Manage the onboarding process for new program participants, providing comprehensive orientation materials, resource guides, and initial support.
  • Maintain and update program databases, Customer Relationship Management (CRM) systems, and other information management tools with a high degree of accuracy.
  • Support senior program staff in strategic planning sessions, new initiative development, and the preparation of grant proposals and funding applications.
  • Develop and implement standardized operational processes, templates, and workflows to enhance program efficiency, scalability, and overall effectiveness.
  • Design, administer, and analyze post-program evaluations and participant feedback surveys to measure satisfaction and identify areas for future enhancement.
  • Cultivate and nurture strong, positive relationships with community partners, sponsors, volunteers, and other key external stakeholders to foster support for program goals.

Secondary Functions

  • Prepare and deliver engaging presentations on program status, key milestones, and outcomes to both internal leadership and external partner groups.
  • Contribute to the writing and editing of annual reports, impact stories, and case studies that highlight program achievements and showcase success.
  • Ensure all program activities are conducted in strict compliance with organizational policies, funder requirements, and relevant legal or ethical standards.
  • Provide high-level administrative support to the program leadership team, including complex calendar management, travel logistics, and expense report preparation.
  • Assist in the recruitment, training, and day-to-day supervision of program interns, volunteers, or temporary staff.
  • Manage the inventory of program-specific supplies and educational materials, handling procurement and ensuring resources are consistently available.
  • Liaise with internal departments such as IT, Finance, and HR to ensure the program receives necessary operational and administrative support.

Required Skills & Competencies

Hard Skills (Technical)

  • Project Management Software: High proficiency in tools like Asana, Trello, Jira, or similar platforms to manage tasks, timelines, and team collaboration.
  • Microsoft Office Suite: Advanced skills in Excel (for budgeting and data analysis), PowerPoint (for presentations), Word, and Outlook (for communication and scheduling).
  • Budget & Financial Tracking: Demonstrated ability to manage budgets, track expenses, and perform basic financial reporting.
  • Data Management & Analysis: Experience with collecting, organizing, and analyzing data to produce reports and derive actionable insights; familiarity with CRM systems (e.g., Salesforce) is a plus.
  • Event & Logistics Coordination: Proven experience planning and executing both virtual and in-person events, managing vendors, and coordinating complex logistics.
  • Content Management Systems (CMS): Basic knowledge of updating website content or managing online resource portals.

Soft Skills

  • Exceptional Organization & Time Management: Ability to masterfully prioritize and manage multiple competing tasks and deadlines in a fast-paced environment without sacrificing quality.
  • Superior Communication: Excellent written and verbal communication skills, with the ability to articulate information clearly and concisely to diverse audiences.
  • Interpersonal & Relationship Building: A natural ability to build rapport and maintain strong, collaborative relationships with colleagues, clients, and external partners.
  • Proactive Problem-Solving: A forward-thinking and resourceful mindset, with the ability to anticipate challenges, identify solutions, and take initiative.
  • Meticulous Attention to Detail: A commitment to accuracy and thoroughness in all aspects of work, from data entry to proofreading communications.
    post-program
  • Adaptability & Flexibility: The capacity to thrive in a dynamic setting, readily adjusting to changing program needs and unforeseen circumstances.
  • Collaboration & Team-Oriented Mindset: A strong team player who actively contributes to a positive and productive team culture.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree from an accredited institution.

Preferred Education:

  • Bachelor's Degree in a relevant field.
  • Certification in Project Management (e.g., CAPM) is highly regarded.

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Public Administration or Non-Profit Management
  • Project Management
  • Education

Experience Requirements

Typical Experience Range:

  • 2-5 years of professional experience in a coordinator, administrative, or project-based role.

Preferred:

  • Prior experience working in a non-profit, academic, or social impact organization.
  • Demonstrable experience coordinating multi-faceted projects or programs from initiation to completion.
  • Experience supporting senior-level managers or directors in a fast-paced environment.
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