Key Responsibilities and Required Skills for Youth Program Coordinator

🎯 Role Definition

The Youth Program Coordinator designs, implements, and evaluates high-quality, evidence-informed programs that support the social, emotional, educational, and recreational needs of children and adolescents. This role leads day-to-day program operations, manages staff and volunteers, cultivates community partnerships, ensures regulatory and safety compliance, and measures outcomes to continuously improve service delivery. Ideal candidates combine youth development expertise, project management skills, and community engagement experience to create inclusive, culturally responsive programming that advances organizational goals.

📈 Career Progression

Typical Career Path

Entry Point From:

Youth Counselor or Youth Worker
After-school Program Staff / Activity Leader
Volunteer Coordinator or AmeriCorps Service Member

Advancement To:

Senior Youth Program Coordinator / Program Manager
Director of Youth Services or Community Programs
Grants & Development Manager leading multi-site initiatives

Lateral Moves:

Community Outreach Manager
Volunteer Services Manager
School or District Program Liaison

Core Responsibilities

Primary Functions

Design, develop, and implement age-appropriate curricula and structured activities for after-school, summer, and weekend youth programs that align with organizational goals, youth development best practices, and measurable learning outcomes.
Recruit, train, supervise, and evaluate program staff, seasonal employees, interns, and volunteers; create orientation materials, conduct performance reviews, and maintain staffing schedules to ensure adequate coverage and quality of service.
Conduct targeted outreach and participant recruitment in schools, community centers, and partner organizations; develop and maintain relationships with parents, guardians, teachers, and referral sources to increase enrollment and retention.
Create individualized youth engagement and case plans for participants with specific needs, collaborating with families and partner agencies to coordinate supportive services such as counseling, academic tutoring, and behavioral interventions.
Manage program budgets, track expenditures, prepare purchase orders, and administer petty cash; forecast resource needs and make data-driven recommendations to maximize program impact within fiscal constraints.
Write, contribute to, and manage grant proposals, funding reports, and donor communications; collect program metrics and narrative evidence to support fundraising and compliance requirements.
Develop and implement monitoring & evaluation processes, including data collection tools, pre/post assessments, attendance tracking, and impact reporting to measure outcomes and inform continuous program improvement.
Ensure compliance with local, state, and federal regulations (including mandatory reporting, licensing, health/safety standards) and organizational policies; coordinate routine site inspections and maintain up-to-date documentation.
Lead risk management and emergency preparedness planning for all program activities; maintain incident logs, administer first aid when necessary, and coordinate emergency communications with families and leadership.
Coordinate transportation logistics for field trips and off-site programming, including bus contracting, driver vetting, permission slip management, and adherence to safety protocols.
Facilitate youth leadership development opportunities (peer mentoring, leadership councils, community service projects) that build life skills, civic engagement, and positive identity formation.
Plan and execute community events, family engagement nights, and large-scale program showcases that increase visibility, strengthen partnerships, and celebrate participant achievements.
Create and maintain accurate participant records, enrollment forms, attendance rosters, consent/medical forms, and data stored in CRMs or youth management systems to protect privacy and meet reporting obligations.
Prepare monthly, quarterly, and annual program reports for senior leadership and funders that summarize performance metrics, financials, challenges, and strategic recommendations.
Collaborate with school administrators, social workers, mental health providers, and external agencies to coordinate wrap-around services and referrals that address barriers to youth participation and success.
Develop culturally responsive programming and materials that reflect the needs, languages, and identities of the communities served and actively reduce disparities in access and outcomes.
Oversee procurement of supplies, equipment, and instructional materials and maintain inventory systems to ensure programs have the resources needed to operate efficiently.
Implement behavior management protocols and restorative practices; coach staff on de-escalation techniques, conflict mediation, and youth-centered discipline strategies.
Use digital tools (Google Workspace, MS Office, program management platforms, participant databases) to automate workflows, schedule staff, and communicate effectively across teams.
Maintain confidentiality and ethical standards when handling sensitive youth and family information; coordinate background checks and ensure all staff meet required clearance and training standards.
Conduct periodic needs assessments and community mapping to identify gaps in services, emerging trends, and partnership opportunities to inform program strategy and expansion.
Lead professional development workshops and ongoing training for staff on curriculum delivery, trauma-informed care, anti-bias practices, and youth safety protocols.
Support marketing and communications efforts by producing program descriptions, social media content, newsletters, and recruitment materials that promote enrollment and community awareness.

Secondary Functions

Support ad-hoc reporting requests and provide program data for organizational dashboards and grant compliance.
Assist senior leadership with strategic planning, program scaling, and pilot program design.
Participate in cross-functional teams to align youth programs with larger organizational initiatives and community priorities.
Represent the organization at public meetings, coalitions, and partner convenings to advance collaborative approaches to youth services.
Maintain and update program policy manuals, staff handbooks, and training resources to reflect best practices and regulatory changes.

Required Skills & Competencies

Hard Skills (Technical)

Program design and curriculum development for children and adolescents (elementary through high school).
Youth development frameworks (positive youth development, trauma-informed care, social-emotional learning).
Case management and care coordination, including referral networks and consent processes.
Grant writing, grant reporting, and funder stewardship with proven ability to translate outcomes into fundable narratives.
Budgeting and financial oversight for program-level budgets, expense tracking, and basic accounting.
Monitoring & evaluation: designing logic models, KPIs, data collection instruments, and analyzing quantitative/qualitative data.
Proficiency with Microsoft Office (Excel pivot tables), Google Workspace, and participant management systems (e.g., Salesforce, ChildPlus, Amilia).
Familiarity with child protection laws, mandatory reporting procedures, background check requirements, and licensing standards.
First Aid/CPR certification (or willingness to obtain) and knowledge of emergency response protocols.
Event planning and logistics management, including risk assessments and vendor coordination.
Experience using communication platforms (Mailchimp, Constant Contact) and social media for recruitment and community engagement.
Basic data visualization and reporting tools (Excel charts, Google Data Studio, Tableau preferred).

Soft Skills

Strong verbal and written communication tailored to youth, families, funders, and community partners.
Empathy, cultural humility, and the ability to build trust with diverse youth populations and their families.
Leadership and staff development skills: coaching, mentoring, and performance management.
High emotional intelligence and conflict-resolution capabilities to mediate disputes and support youth behavior change.
Exceptional organizational skills and the ability to manage multiple programs, timelines, and deliverables simultaneously.
Creative problem-solving and adaptability in fast-paced, resource-constrained environments.
Relationship-building and networking skills to develop partnerships, volunteer pools, and referral systems.
Accountability and attention to detail for compliance, documentation, and quality assurance.
Time management and prioritization skills to balance administrative duties with direct program delivery.
Positive attitude and motivational skills to inspire staff and youth engagement.

Education & Experience

Educational Background

Minimum Education:

Associate degree in Human Services, Education, Social Work, Recreation, or related field, plus relevant experience; or equivalent combination of education and experience.

Preferred Education:

Bachelor's degree in Social Work, Education, Youth Development, Psychology, Public Administration, or a related discipline.

Relevant Fields of Study:

Social Work
Education / Curriculum & Instruction
Youth Development / Child & Adolescent Development
Psychology
Human Services / Nonprofit Management

Experience Requirements

Typical Experience Range:

2–5 years of progressively responsible experience in youth programming, after-school settings, community-based organizations, or school-based services.

Preferred:

3–5+ years coordinating youth programs with demonstrated experience in staff supervision, grant reporting, monitoring & evaluation, and community partnership development.
Experience working with diverse populations, trauma-informed practices, and evidence of measurable program outcomes.

Additional: Valid driver's license preferred for transportation duties, ability to pass background checks, and certifications (CPR, First Aid, mandated reporter training) required or to be obtained upon hire.