Torchora
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Key Responsibilities and Required Skills for a Program Specialist

💰 $55,000 - $85,000

Program ManagementProject CoordinationNon-ProfitOperations

🎯 Role Definition

A Program Specialist is the organizational engine and central nervous system for key initiatives. They are the expert coordinators, communicators, and problem-solvers who ensure that all the moving parts of a program—from budget and timelines to people and resources—align perfectly to achieve strategic objectives. This role bridges the gap between high-level vision and daily execution, serving as the main point of contact for stakeholders, team members, and external partners. They are fundamentally responsible for maintaining program momentum, meticulously tracking progress, and ensuring the successful and compliant delivery of program outcomes.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Program Coordinator
  • Project Assistant or Associate
  • Administrative Specialist with project-focused duties

Advancement To:

  • Program Manager
  • Senior Program Specialist
  • Project Manager

Lateral Moves:

  • Grants Administrator or Manager
  • Community Outreach Manager
  • Operations Specialist

Core Responsibilities

Primary Functions

  • Oversee the end-to-end coordination of assigned programs, from initial concept and planning through execution, monitoring, evaluation, and closeout, ensuring all milestones are met.
  • Serve as the primary point of contact for program participants, internal teams, and external stakeholders, fostering strong, collaborative relationships and ensuring clear, consistent communication.
  • Develop, maintain, and rigorously manage detailed program schedules, work plans, and critical path timelines to ensure on-time delivery of program objectives.
  • Monitor program budgets, track expenditures, process invoices, and assist in financial reporting to ensure adherence to fiscal guidelines and constraints.
  • Collect, analyze, and synthesize program data to monitor performance against key indicators, identify trends, and prepare comprehensive progress reports for leadership and funders.
  • Facilitate program meetings, including preparing agendas, documenting key decisions and action items, and ensuring diligent follow-up on all outstanding tasks.
  • Develop and update essential program documentation, including training materials, standard operating procedures (SOPs), participant handbooks, and informational packets.
  • Coordinate the logistics for program-related events, such as workshops, trainings, webinars, and conferences, including venue selection, vendor management, and participant registration.
  • Support grant proposal development and reporting by gathering necessary data, drafting narrative sections, and ensuring all submission requirements are met.
  • Conduct outreach and recruitment activities to attract and enroll participants, partners, or volunteers, representing the program positively in the community.
  • Ensure all program activities are conducted in strict compliance with organizational policies, industry regulations, and funder requirements.
  • Proactively identify potential risks, challenges, and dependencies within the program and collaborate with the Program Manager to develop effective mitigation strategies.
  • Manage relationships with external partners, vendors, and consultants, ensuring they meet their contractual obligations and contribute effectively to program goals.
  • Contribute to the continuous improvement of program design and delivery by gathering feedback, researching best practices, and recommending process enhancements.
  • Prepare and deliver compelling presentations on program status, outcomes, and impact to a variety of audiences, from internal teams to external partners.
  • Provide direct support and guidance to program participants, addressing their inquiries and concerns with empathy and professionalism to ensure a positive experience.
  • Manage and maintain the program's information systems, databases, and records, ensuring data integrity, security, and accessibility.

Secondary Functions

  • Support ad-hoc data requests and perform exploratory data analysis to answer emerging questions from leadership and program teams.
  • Contribute to the development of the organization's broader strategic initiatives by providing insights and lessons learned from current programs.
  • Collaborate with communications and marketing teams to create compelling content that showcases program success stories, testimonials, and impact.
  • Participate in cross-functional working groups and committees to share knowledge and ensure alignment across different organizational departments.
  • Assist in the onboarding and training of new team members, interns, or volunteers who will be supporting the program's activities.

Required Skills & Competencies

Hard Skills (Technical)

  • Project Management Software: High proficiency in tools like Asana, Trello, Monday.com, or Jira for task tracking, workflow management, and team collaboration.
  • Data Analysis & Reporting: Strong ability to use tools like Microsoft Excel (pivot tables, VLOOKUP) or Google Sheets to collect, analyze, and visualize program data for reporting.
  • CRM & Database Management: Experience using Customer Relationship Management (CRM) systems like Salesforce or specialized databases to manage stakeholder information and track engagement.
  • Budget & Financial Tracking: Competency in monitoring budgets, tracking expenses against forecasts, and using financial software for reporting.
  • Presentation & Documentation: Advanced skills in creating professional and engaging presentations (PowerPoint, Google Slides) and clear, well-structured documents (Word, Google Docs).

Soft Skills

  • Exceptional Organization & Planning: A proven ability to manage multiple competing priorities, complex schedules, and a high volume of tasks with meticulous attention to detail.
  • Proactive Problem-Solving: The capacity to anticipate challenges, identify issues as they arise, and independently develop and implement effective solutions.
  • Superior Communication: Excellent written and verbal communication skills, with the ability to tailor messages for diverse audiences, from executives to community members, with clarity and impact.
  • Stakeholder Engagement: A natural ability to build and maintain strong, positive relationships with internal and external partners, demonstrating tact, empathy, and professionalism.
  • Adaptability & Resilience: The flexibility to thrive in a dynamic, fast-paced environment, effectively managing ambiguity and responding constructively to change.
  • Collaborative Team Player: A strong inclination to work cooperatively with others, share information freely, and contribute to a positive and productive team culture.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s Degree in a relevant field or an equivalent combination of education and direct professional experience.

Preferred Education:

  • Master’s Degree in a related discipline or a professional certification in Project Management (e.g., PMP, CAPM).

Relevant Fields of Study:

  • Business Administration
  • Public Administration / Public Policy
  • Non-Profit Management
  • Communications
  • Social Sciences or International Studies

Experience Requirements

Typical Experience Range:

  • 3-5 years of professional experience in program coordination, project management, or a closely related role that involves significant organizational and administrative responsibilities.

Preferred:

  • 5+ years of experience in a program-focused role, with demonstrated experience managing specific program components independently. Previous work in the specific sector (e.g., technology, healthcare, education, international development) is highly advantageous.
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