What are the responsibilities and job description for the Program Coordinator position at CHILDREN'S BEREAVEMENT CENTER OF THE RIO GRANDE...?
Position Description: JOB SUMMARY:
Personal Attributes:
Certifications (optional, but preferred):
Reporting to the Counseling Supervisor, the Program Coordinator is responsible for ensuring high levels of satisfaction and engagement among clients, volunteers, and interns. This role involves developing and implementing strategies to improve client satisfaction, recruiting, managing volunteers, and overseeing the general internship program. Flexibility for some weekend and evening work will be required, reflecting the trust we place in you to manage your own schedule.
ORGANIZATIONAL RELATIONSHIPS:
1. Reports to: Counseling Supervisor / Executive Director
2. Supervises: Program volunteers and interns
3. Other: Collaborates with Counseling Supervisor, Counselors, other program staff, as needed
ESSENTIAL FUNCTIONS/PERFORMANCE REQUIREMENTS:
A. Essential Job Responsibilities
1. Client Satisfaction Management
- Develop and implement strategies to improve client satisfaction and retention.
- Act as the main point of contact for client inquiries, feedback, and complaints.
- Conduct regular client satisfaction surveys and analyze and present the results to the counseling supervisor and leadership to identify areas for improvement.
- Coordinate with both locations to ensure clients' needs are met efficiently and effectively.
2. Volunteer Coordination
- Develop and maintain a volunteer program, including creating role descriptions and managing volunteer schedules.
- Recruit volunteers and coordinate with counselors to ensure they receive the training they need to be successful.
- Organize volunteer appreciation events and activities to maintain high levels of engagement and motivation.
- Ensure volunteers are properly onboarded and have the resources they need to perform their tasks.
- Maintain appropriate program and volunteer records and in accordance with internal and external guidelines and requirements.
3. Internship Program Management
- Develop and implement an internship program that provides valuable learning experiences and aligns with organizational goals.
- Coordinate with educational institutions to promote internship opportunities and ensure compliance with academic requirements.
- Serves as liaison between Universities and CBC-RGV.
- Ensures intern's paperwork and data are submitted accurately, complete, and on time data in accordance with University and CBC-RGVs rules and expectations.
- In partnership with the Counseling Supervisor, oversee the recruitment and selection process for interns.
4. Engagement and Communication
- Develop and execute communication strategies to keep clients, volunteers, and interns informed and engaged.
- Create and distribute newsletters, updates, and other communication materials.
- Organize and facilitate meetings, training sessions, and workshops for clients, volunteers, and interns.
- Maintain accurate records and databases for clients, volunteers, and interns.
5. Event Planning and Coordination
- Plan and coordinate events and activities to enhance engagement and build relationships with clients, volunteers, and interns.
- Manage event logistics, including scheduling, budgeting, and vendor coordination.
- Ensure events are well organized and meet the needs and expectations of participants.
6. Reporting and Analysis
- Track and report on key performance indicators related to client satisfaction, volunteer engagement, and internship program success.
- Analyze data to identify trends and areas for improvement.
- Management of client database.
- Prepare reports for senior management and make recommendations based on findings.
7. Collaboration and Teamwork
- Work closely with both locations to ensure a cohesive approach to client, volunteer, and intern engagement.
- Collaborate with marketing and communications committee to promote programs and initiatives.
- Foster a positive and inclusive team environment that encourages collaboration and continuous improvement.
- Log in all mail received at the center on a daily basis.
- Deposit checks received by mail on a daily basis.
- Complete other duties as may be assigned by the Counseling Supervisor and Executive Director.
JOB REQUIREMENTS:
Education and Experience:
- Bachelors degree in human resources, Communications, Business Administration, Social Sciences, or a related field.
- Minimum of 2-3 years of experience in client relations, volunteer management, internship coordination, or a related role.
Skills and Competencies:
- Strong interpersonal and communication skills, both written and verbal.
- Excellent organizational and multitasking abilities.
- Ability to work independently and as part of a team.
- Strong problem-solving skills and attention to detail.
- Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint) and CRM software.
- Ability to manage time effectively and prioritize tasks.
Ability to:
Present ideas, factual information and data in a clear, concise manner orally and in writing to professional and lay persons and groups.
Establish and maintain positive working relationships.
Prioritize workload, manage time, and meet multiple deadlines with minimal supervision.
Interact professionally with public and stakeholders
Develop and enhance collaborative relationships
Complete administrative tasks correctly and on time
Personal Attributes:
- High level of professionalism and a strong sense of responsibility.
- Empathy and the ability to build strong relationships with clients, volunteers, and interns.
- Adaptability and flexibility to handle changing priorities and new challenges.
- Positive attitude and a commitment to fostering a supportive and engaging environment.
Technical Skills:
- Experience with Apricot or other similar software and internship tracking systems.
- Familiarity with event planning and coordination tools.
- Basic understanding of data analysis and reporting.
Compliance
Ensures compliance with all HIPPA Privacy and Security Regulations
Ensures compliance with all applicable State and Federal laws
Certifications (optional, but preferred):
- Certification in Volunteer Administration (CVA) or similar credential.
- Training or certification in customer service or client relations.
Other Requirements:
- Availability to work occasional evenings and weekends for events and activities.
- Ability to travel locally for meetings and events as needed.
- Valid drivers license and reliable transportation.
- Bilingual in English and Spanish preferred
H. Pre-Employment Requirements:
All prospective employees are required to provide a minimum of three professional references.
All prospective employees are subject to a criminal background check.
All prospective employees are required to present a copy of a degree certificate(s).
All prospective employees must present a State of Texas vehicle operators license and proof of liability insurance.
H. Post-Employment Requirements:
Current employees are subject to an annual criminal background check. Continued employment is conditioned upon satisfactory results of the background check.
Current employees may be subject to interim and random testing for the presence of illegal and controlled substances in the event of a work-related injury. Continued employment is conditioned upon satisfactory results of the illegal and controlled substance test.
TIMES WORK WILL BE PERFORMED:
The CBC-RGVs hours of operation are extended and non-traditional and may vary based on job requirements. Employees are scheduled in a manner that is best suited to the delivery of client services.
SUPERVISORS ACKNOWLEDGEMENT:
I have provided the employee with a copy of this job description and reviewed the above job description with the employee.
