Program Coordinator, US (Contractor)

Elba Hope Foundation • New York, NY

6d • Remote

About The Position

The Elba Hope Foundation is a nonprofit organization dedicated to sustainable progress and better futures for Africans and the African Diaspora through agriculture, conservation, food security, education, youth advocacy, and social justice. The foundation designs, operates, and supports programs and partnerships across the United States, United Kingdom, and Africa, including education and employability programs, youth development initiatives, and community-based programming. The organization is expanding its program presence in the United States, starting with its flagship creative education and career development program, Creative Futures, which connects young people with learning opportunities, industry exposure, mentorship, and pathways into creative careers. The US Program Coordinator will support the planning, coordination, and delivery of these programs in the United States, with an initial focus on Creative Futures. This is a hands-on coordination role for an organized, proactive individual interested in nonprofit program delivery, youth development, and education. The Coordinator will work closely with the Global Program Manager and UK Programme Manager to ensure program activities are well-organized, participants and partners receive timely communication, project information is accurately maintained, and deadlines are met. The role focuses on supporting execution, taking ownership of tasks, raising concerns early, and creating a positive experience for all involved.

Requirements

• 2+ years of experience in program coordination, administrative support, youth programming, education, community engagement, events, nonprofit operations, or a related field.
• Strong organizational skills and close attention to detail.
• Ability to manage multiple assignments, deadlines, and follow-up items.
• Clear and professional written and verbal communication skills.
• Comfortable communicating with young people, partners, vendors, and senior colleagues.
• Ability to work independently on assigned tasks while seeking guidance when needed.
• Reliable follow-through and willingness to take responsibility for completing work accurately and on time.
• Good judgment and the ability to recognize when an issue should be escalated.
• Comfort using project management, contact management, survey, and virtual meeting platforms.
• Ability to work effectively in a remote environment and collaborate across different locations and time zones.
• Commitment to maintaining confidentiality and handling participant and organizational information appropriately.
• Interest in nonprofit programs, youth development, education, employability, or the creative industries.
• Experience supporting youth, student, education, workforce development, mentorship, arts, media, or creative industry programs.
• Experience coordinating workshops, events, internships, mentorship programs, or participant-based initiatives.
• Experience maintaining program data, attendance records, surveys, or contact databases.
• Fluency in English is required.

Nice To Haves

• Deep contextual understanding of Africa and a strong alignment with our mission and values, which may come through lived experience, long-term professional engagement, or meaningful personal connection to the regions and communities we serve.
• Humility, accountability, and a clear commitment to working in partnership with diverse stakeholders.

Responsibilities

• Support the coordination and delivery of Creative Futures and other US-based programs.
• Maintain program workplans, calendars, task lists, timelines, and supporting documentation.
• Track assigned program activities, deadlines, deliverables, and follow-up items.
• Coordinate meetings, workshops, training sessions, events, and participant activities.
• Prepare meeting agendas, take notes, document decisions, and track next steps.
• Follow up with internal team members, vendors, partners, speakers, mentors, and participants to keep activities moving.
• Identify delays, missing information, or potential issues and escalate them to the Global Program Manager.
• Support the preparation and launch of new US program activities and pilots.
• Serve as a day-to-day point of contact for program partners, vendors, facilitators, and other stakeholders, as assigned.
• Respond to routine questions and ensure inquiries are directed to the appropriate team member.
• Support partner coordination, scheduling, onboarding, and ongoing communication.
• Maintain accurate partner, vendor, stakeholder, and program contact information.
• Help ensure partners receive program materials, timelines, reporting requirements, reminders, and other relevant information.
• Coordinate with implementation partners to understand participant-related activities, needs, and updates.
• Support participant-facing activities when needed, based on the structure and requirements of each program.
• Assist with gathering feedback from partners and other stakeholders and communicate concerns, risks, or emerging needs to the program team.
• Help create an organized, responsive, and professional experience for partners and program stakeholders.
• Organize and maintain digital program files, forms, agreements, contact lists, attendance records, and program materials.
• Support vendor, facilitator, mentor, and partner onboarding by collecting required documentation and information.
• Assist with processing invoices, payment requests, reimbursements, and program expenses in coordination with Operations.
• Track basic program spending against approved budgets and flag missing or unexpected expenses.
• Support event and workshop logistics, including venue coordination, supplies, technology, transportation, catering, and accessibility needs.
• Help ensure program records are complete, current, and stored in the appropriate systems.
• Follow established organizational procedures related to privacy, safeguarding, documentation, and financial approvals.
• Draft routine emails, communications, meeting summaries, program updates, and follow-up messages.
• Support relationships with nonprofit organizations, creative industry partners, community groups, vendors, mentors, and facilitators.
• Assist with scheduling and preparing for partner meetings.
• Prepare background information, participant materials, presentations, and briefing notes as requested.
• Represent the Elba Hope Foundation professionally in meetings, events, and written communications.
• Maintain accurate program participation, attendance, activity, and outcome data.
• Support the distribution and collection of surveys, feedback forms, evaluations, and consent documentation.
• Assist with tracking program progress against established milestones and performance indicators.
• Compile information for internal updates, funder reports, presentations, and leadership briefings.
• Help identify missing data, incomplete records, and recurring participant or program issues.
• Document program successes, challenges, lessons learned, and participant feedback.
• Support the collection of participant stories, testimonials, and program highlights in coordination with the Communications team.
• Conduct research on potential community organizations, creative partners, speakers, mentors, vendors, and program opportunities.
• Support community and participant needs assessments.
• Research relevant youth development, education, workforce development, and creative industry initiatives.
• Assist with creating program resources, templates, guides, application materials, and participant handbooks.
• Help identify opportunities to improve program processes and the participant experience.

Benefits

• Flexible remote work environment.
• Collaborative, mission-driven team with meaningful international impact.
• Opportunity to help launch and expand a flagship youth program in the United States.
• Exposure to international program operations across the United States, United Kingdom, and Africa.
• Opportunity to work closely with organizational leadership, program managers, community partners, and creative industry professionals.
• Potential for the role to grow as the Foundation’s US program portfolio expands.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed