Programs Support Specialist

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Position Summary

The Programs Support Specialist provides comprehensive logistical, data, and event support for The Center’s program departments, including Youth & Family, Senior, Inclusive Programs, Advocacy Services, and Volunteer Services. This position ensures smooth coordination of daily operations by managing program documentation, procurement processes, and communications, while also assisting with events and community partner logistics. The ideal candidate is highly organized, adaptable, and eager to support diverse programming in a collaborative, mission-driven environment.

Key Responsibilities

Procurement & Expense Support

Place orders for program and event supplies, snacks, and meals through Amazon, Walmart, and other approved vendors based on lists provided by the Director and program managers.
Prepare and submit expense requisitions, facilitator checks, and vendor checks for all program departments.
Track requisitions and check requests to ensure timely processing.

Program Data & Reporting

Collect, scan, and upload all program and group sign-in sheets.
Enter participant data from sign-in sheets into grant tracking spreadsheets for reporting purposes.
Assist program managers with their monthly reports as needed.
Collect monthly program reports from all managers and submit compiled reports to the CEO.

Scheduling, Coordination & Events

Maintain the master programming calendar, including all group meetings, events, and workshops across departments.
Coordinate facility space requests to ensure rooms are reserved and prepared for programs.
Support event logistics such as setup, materials preparation, catering coordination, and volunteer assistance.
Meet weekly with on-site community partners.
Assist with marketing and facilities requests, and printing needs as required.

Administrative & Communication Support

Prepare documents, agendas, and materials for meetings or events as needed.
Draft internal correspondence, program announcements, and updates for the Director or program managers.
Create and distribute a monthly internal newsletter or staff announcement highlighting upcoming programming and events.
Maintain organized digital files and documentation in the shared drive for all program departments.
Assist with grant reports by compiling data and documentation as requested.

Qualifications

Associate degree or equivalent experience in administration, nonprofit management, event coordination, or a related field.
Minimum of two years of administrative or program support experience.
Strong organizational and time-management skills with excellent attention to detail.
Proficiency in Microsoft Office and Google Workspace.
Excellent written and verbal communication skills.
Demonstrated ability to coordinate logistics for events or programs.
Strong interpersonal skills and ability to work effectively with diverse staff, volunteers, and community partners.
Commitment to The Center’s mission and values of inclusion, equity, and community service.

Physical Requirements

Ability to remain in a stationary position (sitting or standing) for extended periods while working on a computer, preparing documents, or performing administrative tasks.
Frequent movement throughout the building to assist with programs, events, and coordination needs.
Ability to lift, carry, and move program supplies, event materials, and office items up to 25 pounds.
Ability to set up and break down tables, chairs, signage, and light event equipment as needed.
Occasional bending, reaching, twisting, and kneeling when organizing storage areas or preparing event spaces.
Ability to operate standard office equipment, including computers, printers, scanners, and telephones.
Ability to work in a fast-paced, sometimes noisy environment with frequent interruptions.

Additional Requirements

Must complete a drug test and background check in accordance with organizational policy.
Must maintain confidentiality of participant information, program documentation, and organizational data.
Must be able to handle sensitive conversations and diverse populations with professionalism, empathy, and cultural humility.
Must be comfortable supporting programs serving LGBTQ+ youth, seniors, diverse families, and community partners.
Must adhere to internal policies, including procurement guidelines, facilities protocols, and grant documentation requirements.

Salary: $40,000 - $41,600

Schedule: Monday - Friday 9:00 am to 5 pm

Benefits: