TITLE: Program Coordinator
REPORTS TO: Executive Director
STATUS: Full-Time (guaranteed a minimum of 30 hours weekly),
combination remote & in person position
UPDATED: April 25, 2023
Nature of Work
The Program Coordinator is responsible for managing and administering several of the Foundation’s programs, as assigned by the Executive Director. Initially, the focus will be the Scholarship and Community Grant programs as well as assisting with the Public Transportation Program. The Program Coordinator continuously evaluates the assigned programs identifying opportunities for growth and excellence, while improving the donor and recipient experience. The Program Coordinator will work as part of the West Yellowstone Foundation (WYF) Team to build relationships with Board Members, donors, recipients, and educational institutions.
This position includes administration duties of our Scholarship, Community Grant, Donor Management and Public Transportation Programs. This is a combination of remote and in person position with a somewhat flexible schedule as agreed upon by the Program Coordinator, Executive Director and needs of the organization.
Essential Job Duties
· Administer and promote WYF’s annual scholarship and quarterly community grant application processes.
· Assist scholarship & community grant committees and other support as requested by the Executive Director.
· Facilitate and oversee the Scholarship & Community Grant committees’ responsibilities, assuring regulatory compliance, eligibility requirements, attention to policy and accurate recording of meeting minutes as well as follow-through on recommended actions.
· Serve as primary point of contact for all communications with students, parents, counselors and college representatives.
· Research potential partnerships with schools for the betterment of our programming.
· Work with the WYF’s Executive Director to ensure the accuracy and timeliness of scholarship grant distributions.
· Stay current with trends, best practices, and other regulations related to scholarship & community grantmaking.
· Maintain the WYF’s scholarship, community grant and donor management databases and software, keeping them up to date and accurate.
· Create awareness of the scholarship program and community grant program with potential donors, prospective recipients and the broader community.
· Evaluate the scholarship program and community grant programs on an annual basis and make recommendations to the Executive Director for improvements.
· Other projects as assigned to improve WYF’s donor and grant recipient experience such as donor relations, assist with donor marketing materials, as needed.
· Assist with our annual fall fundraiser, The Happening.
· Compile public transportation rider data, do data entry and record finance data, and deposit monies as needed.
· Light cleaning as needed; office & public transportation vehicles, which may include snow shoveling.
Knowledge, Skills and Talent
· Effective oral and written communication skills to interact with a broad spectrum of constituencies including donors, community leaders, nonprofit/education representatives, WYF board members, staff members, volunteers and scholarship recipients.
· Strong organizational skills and attention to detail and accuracy required.
· Proficient computer skills, particularly word processing, spreadsheets, and database management.
· Ability to complete multiple assignments within provided time constraints with minimal supervision.
· Self-starter who works well independently, but who also thrives in a team environment, sharing ideas and working collaboratively.
Qualifications and Experience
Associates degree preferred. 2-3 years professional experience desired, as well as experience with program development and management. Excellent written, oral and interpersonal skills. Ability to communicate complex information in a clear manner to a variety of audiences.
· Manage and prioritize multiple tasks.
· Strong customer service with demonstrated ability to build and steward relationships with people from diverse backgrounds.
· Excellent analytical, administrative, computer and problem-solving skills
· Ability to work both independently and as part of a team.
· Experience with web-based software used to manage program applications.
This position may require the ability to lift objects of at least 20 pounds in weight. Job duties require approximately 75% sitting/typing and 25% standing/walking. Physical requirements will vary depending upon the specific duties to be accomplished. Also, he or she must be able to operate and have access to a vehicle for work-related travel.
This job has a “hybrid flex” work schedule. It is a requirement of this position that the successful candidate be able to maintain a physical presence in the WYF offices regularly and consistently for a portion of the regular work week, while also working remotely as agreed-upon. Attendance may be required at special events and committee meetings during normal working hours or outside the normal work week.
The position is a full-time staff assignment (guaranteed a minimum of 30 hours per week). Wage will be commensurate with skill level and experience within the hiring wage range, which is $21.00-$24.00 per hour. Includes paid time off.