Program Coordinator

Position Title : Summer Program Coordinator LTE​ June 16th-August 15th Must be available.

Department :Operations​

Primary Location

​​Allied Boys & Girls Club

​Fleming Boys & Girls Club​

Reports To : Club Director & Program Director​

Position Level ​ ​ Manager with Direct Reports

​​ ​ Yes (What percentage: _85%_) ​

​​ ​ Exempt (Salaried) ​ ​ Nonexempt (Hourly)

Date Last Reviewed 3/5/2025

POSITION SUMMARY & OVERALL OBJECTIVES
Including scope of work and level of independent judgment/discretion.

​​This position supports overall Club operations with the primary concern for Teen programs (members ages 13-18) and the secondary concern for Elementary programs (members ages 5-13).  The Program Coordinator is part of the Club Management Team and serves as a Manager-on-Duty to ensure the safety of members and provides daily oversight to assigned staff. This position will plan, implement, supervise, and evaluate activities and programs supporting Teen and Elementary programming and member engagement. Additional administrative tasks are assigned by supervisor(s) as needed. This position is based in both Teen and Elementary classrooms and is responsible for filling vacancies outside of program duties. The individual must be creative, energetic, be able to work with minimal supervision, and take initiative. Additional availability outside of the typical program hours will be required to support school schedules, field trips and special event. This position also supports other programs in the Club (e.g., Community Outreach) as assigned. ​

The Program Coordinator is also expected to be flexible and adaptable, taking on other duties assigned to support the overall objectives of the organization.

ESSENTIAL DUTIES AND RESPONSIBLITIES
The fundamental, crucial job duties; the functions the position exists to perform.

• ​​Guide Program Implementation: Direct the implementation of high-quality programming for teen and elementary-aged youth in alignment with organizational goals, under the supervision of the Program Director and Club Director.
• ​Collaborative Partnership: Work with organizational leadership to ensure compliance with licensing standards for childcare programs and BGCA best practices
• ​Staff Leadership and Supervision: Provide leadership and supervision to teen and elementary-age, ensuring adherence to proper youth-to-staff ratios, fostering positive interactions, and maintaining a safe Club environment.
• ​Team Leadership: Lead the Youth Development Professionals (YDP) team in implementing daily programming by scheduling, training, coaching, and supporting school-age and teen programming activities.
• ​Grant Management: Manage the implementation and assist in reporting of grant-funded programming for teen and elementary-aged youth, ensuring compliance with grant
• ​Food Service: Implement food service snacks and meals with the Program Director in compliance with food safe regulations.

Prepare Youth for Success 25%

• ​Program Administration: Plan and oversee the administration of designated Clubhouse programs and activities to support Youth Development Outcomes.
• ​Establish Program Objectives: Establish Clubhouse program objectives consistent with organizational goals and mission, ensuring alignment with the needs of the youth served.
• ​Day-to-Day Oversight: Oversee the day-to-day program activities, ensuring they meet established standards and goals, and members are encouraged to participate and receive constructive feedback for skill development.
• ​Leadership and Safety: Demonstrate leadership to ensure members' and staff conduct, safety, and development within the program setting. Adhere to and consistently enforce childcare licensing regulations and BGCA safety standards.

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Program Development and Implementation: 50%

• ​Setting Standards: Establish and maintain Clubhouse program goals and settings that prioritize the health and safety of members, ensuring adherence to established standards and effective communication of program expectations to staff.
• ​Continuous Evaluation: Continually evaluate Club programs to ensure they meet member needs and address gender and cultural diversity, adjusting as necessary.
• ​Budget Management: Under the supervision of the Club Director - Acceptance of deliveries and pick up of program supplies as needed

Supervision 20%:

• ​Volunteer and Staff Oversight: Allocate and monitor work assigned to program volunteers and staff, providing ongoing feedback, appraisal, and support for training and development opportunities.
• ​Record Keeping: Oversee proper record keeping and reporting, including activities conducted, daily participation figures, achievements, and any issues or concerns. Monitor grant outcomes and ensure compliance with timekeeping policies.
• ​Performance Management: Ensure productive and effective performance by all program staff and volunteers, fostering a positive work environment.

​Marketing and Public Relations: 5%

• ​Increase Program Visibility: Increase Club programs' visibility by disseminating timely information, advertising, and promotion via various channels. Actively engage in the community in which the Club resides.

​Additional Responsibilities:

• ​Special Programs and Events: Oversee special programs and events and participate in other Club activities as necessary. Plan & Attend community events throughout the year.
• ​Transportation: A club van may be required to be driven periodically for program-related activities.
• ​Family Consultation: Consult with families concerning member and Club issues as needed.​

BUDGET RESPONSIBILITIES

​​Follow budget line items such as programming supplies and field trips as the Club Director and Program Director directs. ​

RELATIONSHIPS
Internal and external relationship essential to the role.

​​Internal: As an integral part of our team, you will maintain close, daily contact with Club staff (both professional and volunteer), Club members, and your supervisor. This continuous communication ensures the seamless exchange of information, facilitates discussions on pertinent issues, clarifies guidelines and instructions, provides instruction and guidance, and offers counseling when necessary.

​External: Externally, you will maintain contact as needed with various community groups, schools, members' parents, and other stakeholders to foster collaborative relationships and assist in resolving any arising issues. By actively engaging with these external partners, you contribute to creating a supportive network and ensuring the well-being of our members within the broader community.​

Knowledge, Skills, and Abilities
The objective and measurable knowledge, skills, and abilities an employee must possess to successfully perform this job.

• ​​Decision-Making Skills: Analyzing, Fact Finding, Innovating, Judgment, Problem Solving, Systemic Thinking
• ​Developing Organizational Talent: Coaching, Delegating, Performance Management, Providing Feedback, Staff Development
• ​Leadership Skills: Developing Commitment, Empowering, Encouraging Innovation, Facilitation, Influencing, Leading by Example, Managing Change, Providing Recognition, Team Building
• ​Personal Initiative Skills: Contributing to a Positive Work Environment, Organizational Awareness, Personal Development, Proactivity, Professional Development, Striving for Excellence
• ​Planning Skills: Action Planning and Organizing, Business Planning, Monitoring, Project Management, Recruitment, Strategic Planning, Time Management
• ​Relationship Skills: Conflict Management, Meeting Skills, Negotiating, Networking, Relationship Building, Teamwork
• ​Safety, Health, and Environment Skills: Fostering Organizational Wellness, Supporting A Safe Environment

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Education and Experience
The required minimum allowable education and experience, based on job-related requirements. Include licensing and certifications if applicable.

• ​​High School Diploma/GED/HSED
• ​Previous experience working with youth in a licensed childcare or comparable environment, preferred
• ​Minimum of one year of work experience in a Boys & Girls Club or similar organization planning and supervising activities based on the developmental needs of young people.
• ​Previous experience in a regulated childcare environment (Preschool, day camp, residential camp, after-school programs, and teen programs).
• ​Proven track record of effectively organizing, managing staff, and overseeing projects.
• ​Reliable transportation and the ability to travel throughout Dane County. Must have a valid driver's license and insurance if using a personal vehicle. 
• ​Infant/Child CPR & AED Certification within three months of assuming role (training provided) 

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Required Hours
Typical working hours are based on needs of the club, including required holidays and travel.

​​​The regular hours for this full-time non-exempt (hourly) position are 1:00pm-9:00pm Monday-Friday Additional hours outside of Operations to support customer needs, events and training required. Holiday, weekend, and evening hours will be needed as project deadlines and events dictate. Must be able to travel to off-site Clubs, meetings, and events. ​​

Working conditions & Physical demands
Notable conditions or physical exertion are considered essential duties.

​​ Physical requirements: Ability to read and interpret documents such as safety rules, operating instructions, and policy manuals. The ability to clearly and concisely exchange/receive ideas, facts, and/or technical information with others. Ability to visually monitor the activities of club members. The employee must be able to perform CPR or first aid. The employee must use hands to handle or feel and reach with hands and arms. The employee must frequently stand, walk, climb, balance, stoop, jump, kneel, crouch, or crawl. 
The employee is occasionally required to sit. The employee may occasionally lift or move up to 20 pounds. ​

DISCLAIMER

This position description is an overview of the duties and responsibilities assigned to the role identified above. It is not intended to cover every work assignment the position may have, but rather to cover those work assignments which are predominant, permanent, and recurring. Duties and responsibilities may change, additional duties and responsibilities may be assigned without notice.

Job Types: Full-time, Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: 30 – 40 per week

Schedule:

• Evening shift
• Holidays
• Monday to Friday

Application Question(s):

• Are you available to work for the entire summer program June 16th-August 15th?

Ability to Commute:

• Madison, WI 53711 (Required)

Work Location: In person

Salary : $18 - $20