Program Coordinator

Job Title: Program Coordinator 

Reports To: Senior Program Manager  

Job Type: Non-Exempt 

PREPARED: February 16, 2023

Updated: April 3, 2025 

SUMMARY 

The Program Coordinator will help execute programs to ensure PowerPlay NYC’s program sites and events are following PowerPlay’s standards and guidelines. The position requires the ability to coordinate multiple projects, communicate clearly and effectively, work as a team member, think creatively to access resources, and cultivate relationships internally and externally. The role also requires cross-collaboration within the organization. The Program Coordinator will report to the STARS Series Sr.  Program Manager and will support the programming efforts for STARS Series and SSLA. The Program Coordinator will help promote the positive image of PowerPlay’s core mission,  values, and purpose. 

For more information, please visit: https://www.powerplaynyc.org 

ESSENTIAL DUTIES AND RESPONSIBILITIES include but aren’t limited to the following. Other duties may be assigned.  

PROGRAMMATIC DUTIES & RESPONSIBILITIES 

• Support all Program Leadership (STARS Series and SSLA Program Managers and President and CEO) in distributing and collecting event pertinent paperwork from partner sites and at events. 

• Support cultivating and forging positive relationships with after-school sites, school administrators, community-based organizations, corporate/organization partners, and coaches. 

• Support the Program Leadership in maintaining effective communication with PowerPlay NYC  coaches, program participants, school administrators, and community-based organization staff. 

• Keep Program Leadership informed of pertinent site information, including any challenges in fulfilling responsibilities. 

• Report site injuries via appropriate forms and immediately communicate incidents with Program Leadership.  

• Inventory and track all equipment and supplies (in office and storage units) used by staff and coaches related to our programs. 

• Manage and maintain equipment and supplies in a neat fashion in the storage units. 

• Support Program Leadership in monitoring program sites (including ensuring coaches are adhering to lesson plans, ensuring proper physical site conditions and ensuring all supplies and equipment is present).  

• Support Sr. Program Managers with organizing and conducting coaches’ training, roundtables,  meetings, and boot camps.  

DATA MANAGEMENT 

• Follow up with coaches and SSLA Peer Coaches to ensure lesson plans and attendance are uploaded to the coach platform. 

• Travel to select STARS Series sites and collect program participant enrollment forms, and assist entering data into Youth Services. 

• Support Program Leadership in ensuring that all program participant enrollment forms are entered into database (123FormBuilder) by the Site Coordinator in a timely manner. 

• Collect program participant attendance (from either coach platform, workshops, or events) and ensure program participant attendance is entered into the database in a timely manner. 

• Work with the Program Leadership to ensure the distribution and collection of program participant surveys in a timely manner. 

• Maintain accurate program site information (i.e., program participants' contact and demographic information, coaches' contact information, site contact information, school leadership contact information, program days and times, etc.). 

• Assist in extracting data from the database to assist with funding reports, applications, and board meetings/reports. 

• Support the Program Leadership in documenting participant data, corporate partner information, and compelling stories to assist with social media and website posts. 

• Manage a database of program participant photo release forms for each site.  

EVENT PLANNING 

• Support staff with logistics for PowerPlay events and activations (i.e., Girl Power Days, clinics, career panels, workshops, Board meetings, Mentoring Program special events, etc.) at schools, Community-Based Organizations, sports venues,  corporate partner sites, and online. 

• Coordinate with schools to ensure program participant waiver forms are completed for each event/activation. 

COMMUNICATION 

• Provide a written summary of program activities to be distributed to PowerPlay stakeholders on a monthly basis.  

• Update program calendars weekly with new events and significant activities. 

• Keep Program Leadership informed of tasks and the ability to complete them by the required deadline.  

QUALIFICATIONS 

• Demonstrate a sense of urgency and commitment to the mission, vision, and culture of PowerPlay NYC. 

• Ability to identify and anticipate problems, analyze situations, and recommend solutions/problem solve. 

• Flexible and adaptable - ability to work with changing conditions and priorities, willingness to work some evenings and weekends.  

• Well organized with systematic and meticulous attention to detail. 

• Demonstrated ability to manage and balance a wide range of projects and duties in a fast-moving environment.  

• Proactive, “can-do” approach/attitude; demonstrate initiative and resourcefulness. 

• Pleasant demeanor and demonstrates emotional intelligence. 

• The ability to be detail-oriented throughout all aspects of your work performance. 

• An excellent team player with a positive attitude and the ability to connect and collaborate with others. 

• Time management and prioritization skills – manage your time well, organize your day, and make the best use of your time based on the level of urgency and importance of tasks. 

• Accountable – willing to accept appropriate levels of responsibility for tasks, projects, and outcomes. 

• Excellent communication (oral and written) and interpersonal skills with proven ability to interact with a diverse range of individuals both in person and over the phone, applying tact and discretion as situations demand. 

EDUCATION AND/OR EXPERIENCE 

• Bachelor’s Degree and a minimum of 2-3 years’ work experience in education and/or youth development.  

• Knowledge of sports is desirable. 

COMPUTER SKILLS 

• Intermediate or better proficiency in Microsoft Office and Google suite of products, specifically Microsoft Excel, and general ability to learn new software. 

• Knowledge of Youth Services, 123FormBuilder, and Hello Insight is desirable but not a requirement.

PHYSICAL REQUIREMENTS 

The usual and customary methods of performing this position’s functions require the following physical demands:  

• Occasional lifting, carrying, pushing, and/or pulling.  

• Moderate degree of physical stamina.  

• Frequent and prolonged standing, walking, bending and occasional lifting up to 50lbs. 

• Consistent visits to the storage units to secure, return, and distribute sporting equipment with coaching staff.  

• Must have the ability to stand, walk, or sit on the floor while working with students in a program setting

OTHER REQUIREMENTS 

• Work some weekends and nights. 

• Must adhere to PowerPlay’s Employee Handbook.

TRAVEL 

• Travel to school sites, Community-Based Organizations, sports venues, corporate partner sites, parks, and other designated sites as necessary. 

• Travel with staff and program participants to events, sports venues, corporate partner sites, parks, and other designated sites as necessary. 

• Travel 20-25% of the time.