Program Coordinator
- Salary
- $75K–$80K
- Hiring from
- United States
- Work type
- Remote
- Posted
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Position Overview
The Program Coordinator supports implementation and logistical coordination across organizational programs, cross-sector initiatives, and internal operations within the Santa Barbara Catalytic Project. The role provides administrative structure, proactive process management, data tracking and reporting oversight for the Santa Barbara Catalytic Project team, and integration with the statewide Kingdom Causes, Inc. team. Working with program leads, Finance, Marketing and Communications, team members, and external partners, the Coordinator maintains work plans and timelines, coordinates meetings and events, tracks deliverables, supports reporting, and manages routine administrative processes. This is a coordination and implementation role, not a program leadership position. Strategy, substantive decisions, budget authorization, sensitive partner relationships, and accountability for outcomes remain with designated program leads and leadership.
Expected Hours and Place of Work:
The incumbent will work full-time, hybrid remote in Santa Barbara County. The Schedule will be Monday through Friday with a typical schedule of 9:00 a.m. to 5:00 p.m. and occasional evening and weekend hours as needed to support business operations.
Key Responsibilities
Program and Project Coordination
- Maintain work plans, calendars, timelines, milestones, task trackers, meeting notes, decision logs, shared files, and other program records.
- Coordinate schedules, assignments, commitments, and follow-up across staff and partner organizations; flag delays, barriers, or decisions needed by program leads.
- Provide oversight for file-sharing systems for programs as needed.
- Partner, Stakeholder, and Event Support
- Coordinate routine partner communications, meeting logistics, contact lists, information-sharing, and follow-up on established commitments.
- Communicate with program leads and Marketing and Communications team to plan and execute events, including event materials, invitations, and follow-up.
- Handle practical logistics such as printing, materials pickup, setup, and routine post-event follow-up; escalate sensitive communications or relationship concerns to program leads.
Data, Evaluation, and Reporting
- Collect and organize program data; maintain KPI trackers, data files, and reporting tools, and follow up on missing information.
- Coordinate surveys, data requests, evaluation logistics, and collection of feedback and findings for review by program leads or external evaluators.
- Maintain grant and contract reporting calendars, track deadlines and deliverables, coordinate staff contributions, and assemble draft report materials.
- Program-Specific Coordination
- Provide logistical coordination for designated initiatives, which may include Sacred Stories (meetings, communications, and action-item tracking); Fellowship Program / Youth Resilience Initiative (scheduling and surveys); Partners in Care (approved event-fund coordination); Neighborhood Impact (stipend logistics); Family Navigation Center (payments and MOU/contract routing and tracking); and Capax Dei (participant waivers, if the program continues).
- Program assignments may change in response to organizational priorities and available capacity.
Organizational Administration and Financial Coordination
- Coordinate intern and contractor onboarding, paperwork, checklists, invoicing, records, and related administrative processes.
- Coordinate program payments and agreements through established approval procedures; work with Finance to gather reports, maintain budget trackers, and prepare materials for leadership review.
- Maintain shared file structures and routine systems; track subscriptions and renewals; coordinate office, storage, and vehicle logistics as assigned.
Internal Team and Organizational Support
- Coordinate routine team meetings, gatherings, and organizational activities; support performance-review scheduling and documentation.
- Coordinate professional-development logistics, including registrations, travel, calendars, and training records.
- Gather and route newsletter content, maintain donor CRM records and contact lists, and recommend improvements to administrative workflows and coordination systems.
Compliance and Goal-Meeting
- Consistently meet all assigned productivity and outcome goals.
- In all activities, comply with all contracts, funder requirements, and City Net procedures and policies.
- Meet or exceed all goals and requirements established for this position.
Qualifications
- Experience coordinating programs, projects, events, partnerships, or organizational operations.
- Strong organization, attention to detail, and ability to manage multiple timelines and competing priorities.
- Clear written and verbal communication; effective collaboration with colleagues and external partners.
- Proficiency with productivity tools, shared documents, spreadsheets, calendars, and virtual meeting platforms.
- Discretion with sensitive information and a collaborative, dependable, solutions-oriented approach.
- Excellent professional boundaries
- Strong interpersonal, plan execution, and time management skills
- Professional verbal and written communication skills
- Ability to work as a leader and as part of a team
- Ability to pass background checks successfully upon hire and throughout employment
- Proficient PC, Microsoft Office Suite, and Google Suite skills
- May need to move about inside the office and outside to access encampments, shelters, or at meetings/events
- May need to be able to move oneself quickly in certain urgent/emergent situations
- May need to lift, carry, and move up to 25 lbs.
- Must have a valid California Driver's License
- Will be required to drive a company vehicle or personal vehicle in the event a company vehicle is not available. For insurance purposes, must be at least 25 years of age, possess a valid driver’s license, and must pass a Motor Vehicle Report
Preferred
- Experience in a nonprofit, community-based organization, or cross-sector collaborative; familiarity with grant reporting, program data collection, donor CRM systems, financial administration, contractor or intern onboarding, community engagement, external evaluators, or multi-partner initiatives.
