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Program Coordinator

Position Title: Program Coordinator
FLSA Status: Non-Exempt
Reports to: Program Director


POSITION PURPOSE

The Program Coordinator is responsible for providing comprehensive enrollment and matching support to all organization volunteers, youth, families, and key collaborators in support of achieving organization goals. The Program Coordinator is responsible for the successful implementation of key program components, including engagement activities and community partnerships, while continuously evaluating outcomes for improvement. This role oversees community-based mentoring activities, emphasizing match support, coaching, and engagement, while also assisting with enrollment and other program initiatives. Additionally, the Program Coordinator cultivates and maintains strong relationships with community partners and stakeholders to ensure efficient program enrollment and participation, aligning with BBBS Standards of Practice and the Service Delivery Model. As a member of the BBBS Team, this position is also responsible for supporting and directly contributing to the organization’s growth and culture of collaborative leadership. 

 

ESSENTIAL DUTIES & RESPONSIBILITIES

  1. Enrollment & Matching (20%)

    • Recruit and coordinate volunteer and child enrollments.

    • Review and follow up on references to complete the assessment process.

    • Identify and eliminate any barriers to enrollment.

    • Assess volunteer and child information to make high-quality match recommendations and facilitate match meetings.

  2. Match Support & Coaching (50%)

    • Provide ongoing support and coaching to volunteers, children, parents, and other key stakeholders involved in the match.

    • Continually assess match relationships through thorough, timely match support conversations, focusing on child safety, volunteer training, match development, youth development, satisfaction, and problem resolution.

    • Develop strategic interventions to strengthen and grow match relationships.

    • Maintain a regular contact schedule with all parties involved in the match.

    • Address and resolve potential problems that impede healthy match development.

  3. Facilitate Match Activities (15%)

    • Coordinate and facilitate four match activities per year to support relationship development and community engagement.

    • Plan and execute events for volunteers and mentees to build stronger bonds and contribute to positive youth development.

    • Track attendance, participation, and feedback to inform future planning.

  4. Program Development & Engagement (10%)

    • Contribute to the development and refinement of program models and activity frameworks to align with youth outcomes.

    • Identify trends, gaps, or emerging needs that inform future program improvements.

    • Build and maintain relationships with site-based contacts, partners, and community stakeholders.

    • Coordinate agency-wide match milestone recognition efforts by tracking milestone data, preparing monthly milestone reports, and planning two annual recognition opportunities for matches reaching key milestones.

    • Offer innovative program ideas and solutions to engage participants.

ADDITIONAL POSITION RESPONSIBILTIES

  • Assist with new staff/intern training

  • Monitor match length and milestone progress to help the agency meet match length goals/retention rate goals.  

  • Represent BBBS in partnering school and community events throughout the year.  

  •        Coordinate games, prizes, and school supply/backpack distribution for  the annual agency picnic as part of the program team’s event responsibilities. 

  • Contribute to a positive, engaged, and collaborative agency culture.  

  • Document and share stories of impact by highlighting meaningful moments and outcomes from match relationships, particularly those that reflect positive youth development, strong mentor mentee connections, or

long-term success.  

 

QUALIFICATIONS

  • Bachelor’s degree required in human services, social work, psychology, education, or a related field.

  • Three years’ experience in case-management or human services field preferred.

 

CRITICAL SKILLS & KNOWLEDGE

  • Excellent organizational and written/oral communication skills required.

  • Strong ability to build relationships with mentors, mentees, staff, and community partners.

  • Demonstrated ability to work independently and as a team player.

  • Flexibility, accuracy, and attention to detail in a fast-paced environment.

  • Demonstrated ability to meet deadlines and manage multiple projects at once.

  • Experience using Microsoft Office (Outlook, Word, Excel).

  • Ability to identify, develop and utilize available community services and resources to benefit staff and agency.

  • Ability to work with diverse populations and collaborate effectively in a team-oriented environment.

  • Basic understanding of trauma-informed practices, or a commitment to developing this knowledge.

OTHER REQUIREMENTS

  • Must have a valid driver’s license and the ability to travel within the community throughout the workday with full time access to an automobile and automobile insurance in the amount required by the state of Wisconsin.

  • This position is expected to participate in BBBS signature fundraisers, agency events, and community engagement activities. Some nights and weekend hours will be required to effectively perform in this position.

  • Ability to effectively communicate the Big Brothers Big Sisters mission to youth and volunteers in a way that fosters understanding, connection, and alignment with the program’s vision and values.

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