Administrative Program Coordinator

Boys And Girls Clubs Of•Orlando, FL

About The Position

The Administrative Program Coordinator supports Boys & Girls Clubs of Central Florida's middle school programming by providing essential administrative and program support to the Director and Assistant Director of Middle School Programs. This role manages correspondence, reports, database administration, and program compliance across 16 club sites, ensuring efficient operations and adherence to grant and program requirements. The Program Coordinator collaborates with site coordinators, program staff, and community partners to maintain organizational records, support special events, and provide operational oversight. This role requires attention to detail, strong organizational skills, reliability, and a commitment to supporting youth development programs across all club locations.

Requirements

High School Diploma or equivalent; Associate degree, or enrolled college student preferred.
Prior experience in an administrative or program coordination role preferred.
Familiarity with Salesforce or other nonprofit CRM platforms helpful (training provided).
Familiarity with nonprofit or youth-serving organization operations is beneficial.
Strong attention to detail, with a passion for data accuracy and process integrity.
Technologically proficient; advanced comfort with CRM systems, Microsoft Office Suite (Excel, Outlook, Word).
Strong written and verbal communication skills.
Ability to manage multiple projects with confidentiality, organization, and professionalism.
Proven ability to work collaboratively across teams and effectively support system users.
Enthusiasm to grow as a nonprofit professional, while proactively seeking opportunities for efficiency and improvement.
Familiarity with nonprofit or youth-serving organization operations is beneficial.
Reliable transportation and valid driver's license, good driving record, with appropriate insurance coverage for site visits and supply deliveries.
Commitment to the mission, vision, and values of Boys & Girls Clubs of Central Florida.

Responsibilities

Prepare professional correspondence, reports, and documents as requested by the Director and Assistant Director, ensuring accuracy and adherence to established organizational formats.
Proofread and edit all materials for accuracy, clarity, and consistency prior to supervisory review and signature.
Perform general administrative support duties, including answering emails and phone calls, responding to requests, taking messages, and escalating questions to appropriate staff.
Maintain and update master records, including Club/School site addresses, contact information, staff and volunteer contact lists, school principals, and community partner directories.
Update data records in Salesforce (My Club Hub) systems for all Middle School Club sites.
Update and maintain organization fact sheets and disseminate information to club staff, volunteers, members, school principals, and community partners as instructed.
Maintain website club location listings and update basic site information to ensure accuracy and current data.
Coordinate and schedule club site visits for the Director and Assistant Director to support compliance with grant requirements, program standards, and organizational policies.
Provide administrative support for the planning and implementation of special programs and events that benefit middle school programming and the After School Zone.
Assist with collecting, organizing, and tracking compliance documentation, reports, and other program-related information as directed by the Director and Assistant Director.
Perform site-based administrative tasks, including the pickup and delivery of supplies, materials, and equipment (such as employee school vendor badges) to club locations, to ensure smooth program operations.
Serve as a back-up for club program staffing coverage as needed.
Monitor supply inventory and maintain an inventory and asset log.
Order and purchase supplies as needed, following organizational procedures and authorization requirements established by the Directors.
Track supply usage and maintain inventory records to ensure adequate stock and cost efficiency.
Participate in middle school program meetings to provide administrative updates, support planning efforts, and coordinate across all sites.
Serve as a point of contact between Directors, site coordinators, and community partners to ensure clear communication and operational alignment.
Perform other related administrative and program support duties as requested by supervisors.