Program Coordinator

POSITION DESCRIPTION:

The Program Coordinator is responsible for overseeing and managing the operations of our food pantry programs, including the client choice pantry, weekend food program, pantry intake, school supply backpack program, and special holiday programs. This role involves coordinating program logistics and ensuring the smooth and efficient delivery of services to our clients and community members. 

The second main function of this position is overseeing the coordination of volunteers for pantry operations, encompassing both front-of-house and back-of-house roles. Responsibilities include, but are not limited to, recruiting, scheduling, and managing volunteers to ensure smooth and efficient operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Program Management: Oversee the planning, implementation, and evaluation of the food pantry programs, including scheduling, partner communication, inventory management, and resource allocation.
• Community Engagement: Develop and maintain relationships with community partners, donors, and clients.
• Communication: Prepare and disseminate program-related communications, including newsletters, flyers, and reports.
• Data Management: Maintain accurate records of program activities. Use data to assess program effectiveness and make improvements.
• Budget Management: Assist in budget planning and monitoring expenditures for program activities.
• Client Intake and Assessments: Greet and register clients seeking pantry services, ensuring all required documentation is accurately completed. Assess individual and family needs to determine the appropriate level of assistance, while upholding confidentiality and delivering compassionate, non-judgmental support.
• Special Projects: Coordinate special events and initiatives, such as the school supply backpack program and holiday programs.
• Volunteer Coordination: Recruit, train, and supervise volunteers, ensuring a positive and productive volunteer experience. Foster a positive and inclusive environment that encourages volunteer satisfaction and long-term commitment. Recognize and celebrate volunteer contributions through regular appreciation activities. Provide oversight and support to volunteers during their shifts, addressing any questions or issues that arise and ensuring adherence to pantry policies and procedures.
• Volunteer Database Management: Maintain accurate records of volunteer information, including contact details, availability, training completion, and performance feedback. Utilize this data to optimize volunteer engagement and scheduling.
• Communication and Coordination: Serve as the primary point of contact for pantry programs and volunteers, maintaining open lines of communication to keep them informed of pantry updates and other important information.
• Collaboration with Other Departments: Work closely with other pantry staff and departments to ensure that programs and volunteer efforts align with overall operational goals and community needs.
• Other duties as assigned

QUALIFICATIONS AND REQUIREMENTS:

• Bachelor's degree Social Work, Nonprofit Management, Public Administration or another related field
• 2-3 years experience preferred
• Commitment to Hospitality House and the organization’s mission
• Ability to work well in a team environment, handle multiple assignments, and meet deadlines
• Ability to lift 20 pounds
• Problem-solving and critical thinking skills
• Strong leadership and organizational abilities
• Excellent written and verbal communication skills
• Excellent computer software/data management skills including proficiency in Microsoft Office
• Compassion, empathy, and mission-driven with a commitment to serving others
• Flexibility and adaptability in a dynamic work environment
• Positive attitude and a proactive approach to challenges
• Bilingual in English and Spanish is a plus

BENEFITS:

• Health insurance, dental insurance, vision insurance, and 401k options
• Vacation and holiday paid time off
• Partial remote work schedule - hybrid