Program Coordinator Job Description: Top Duties and Requirements

A Program Coordinator, or Program Assistant, is responsible for managing the planning and implementation of programs, including overseeing the policies, procedures, and employees involved in the program. Their duties include maintaining the program’s budget, planning and implementing strategies, and carrying out the program’s ultimate agenda.

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Program Coordinator duties and responsibilities

A Program Coordinator carries out several duties and responsibilities. Duties that should be included in a job description, regardless of the details of the program, include:

  • Monitor the program’s budget and maximize cost-effectiveness
  • Approve the purchase of necessary supplies and equipment
  • Manage the program’s staff, keeping them motivated and solving any problems that may arise
  • Schedule agendas and staff shifts in accordance with the program’s needs
  • Help prepare funding applications for grants and other sources
  • Strategize and implement policies and practices
  • Manage communication between program staff, the company, and relevant external stakeholders
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Program Coordinator Job Description Examples:


Example 1

Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Educational Programming, Level A Job Title Program Coordinator II Department Haida Gwaii Institute | Dean's Office | Faculty of Forestry Compensation Range $4,256.08 - $6,131.17 CAD Monthly Posting End Date July 2, [phone number]Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above. Job End Date Aug 15, [phone number]This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University. Job Description Summary The Program Coordinator II works with the Management Team to develop courses; support instructors and guest speakers; and, supervise/support students and participants. The Program Coordinator II also plays a key role as part of the HGI communication/marketing team, and works with others to develop/implement local engagement strategies. This position is based on Haida Gwaii. Organizational Status Works closely with the Indigenous and Community Initiatives Manager and interacts regularly in collaboration with other members of the Management Team including Director and Finance Manager. Liaises with UBC Student Services and other UBC departments as needed. Reports to the Director. Work Performed Program Development - Assists in developing and adapting selected courses for an online format, including the filming (including outdoor locations), reviewing and writing video and audio content for HGI online courses, website and promotional material - Collaborates with Instructors and HGI team in identifying and procuring existing resources (searching online video content) and creating new resources for online courses - Works with instructors in planning and facilitating activities and discussions during synchronous sessions online - Assists with HGI projects such as working with others to research, develop and implement strategies to increase local student/participant interest in HGI programs - Develops, coordinates and delivers outreach programs and marketing strategies - Assists in the development of community surveys, analyzes data and writes report Student and Academic Support - Develops and delivers orientation and non-academic workshops - Acts as the liaison between students/participants and the community partner/Haida Gwaii initiatives - Assists in the evaluation of offered courses/programs - Develops and conducts Surveys. Assists in the development of program assessment and evaluation tools - May assist instructors by preparing solution keys/marking schemes Marketing & Communications - Works with Management Team to develop and implement recruitment strategies - Works collaboratively with Management Team in the design, development and dissemination of a wide range of communication and marketing materials, including writing promotional materials for newsletters, brochures, webpages, and social media - Identifies appropriate channels for communication messages and distributes and implements as needed - Oversees arrangements for printing and distribution of materials and may work with external vendors to produce materials - Assesses and reports on the effectiveness of communications strategies General - Represents HGI at engagement events to enhance community profile - Participates in the development of the unit s strategic plan, policies, and processes - Performs other related duties in keeping with the qualifications and requirements of the position Consequence of Error/Judgement This position interacts with the students, instructors and community educators on a daily basis, and in doing so ensures that they meet UBC standards and policies, best practices, financial requirements and contributes to the strategic goals of the Institute and the UBC Faculty of Forestry. Failure to supervise effectively and in a timely way threatens the financial viability of the institute. Application of inappropriate action plans presents the Institute on Haida Gwaii, UBC Faculty of Forestry and UBC with legal, and financial liabilities. Supervision Received Works independently with indirect supervision from Indigenous and Community Initiatives Manager or Director. Reports to the Director. Matters involving policy or liability are referred to the Director. Supervision Given Co-supervises students and participants enrolled in courses along with the Indigenous and Community Initiatives Manager. Preferred Qualifications Undergraduate degree in a relevant of two years experience or the equivalent combination of education and experience.

Example 2

We are seeking a Program Coordinator for the SE4AI graduate training program, focusing on the Development, Deployment and Servicing of AI-based Software Systems. The program aims to train the next generation of undergraduate and graduate students and postdocs on the technical aspects of engineering AI-based systems, as well as, the ethical and social aspects involving AI-based systems. The program involves a world-renowned, pan-Canadian research team from Concordia University, Ecole Polytechnique, Queen’s University and the University of Alberta. The program is strongly supported by a number of industry partners. The Program Coordinator will be responsible for the daily management of the Create training program. The Program Coordinator will work closely with the Program Director and other Create members to ensure the successful setup, management, operations and reporting of the SE4AI training program. Activities include: management of Create students organising and advertising relevant events coordinating with partner organizations, organizing and maintaining various Create committees organizing and tracking student participation in training and learning activities preparing and tracking progress preparing budget reports ensuring compliance with university and granting agency rules and regulations. In addition, the Program Coordinator will participate in the strategic planning and advancement events. The Program Coordinator is a dynamic position with significant potential to learn and grow. The candidate must be self-motivated, well-organized and passionate about technology and its interface with society. The Program Coordinator reports to the SE4AI Program Director. Responsibilities Communicate with students, co-PIs and collaborators, including sending updates and general news, get feedback on events, answer questions Support student recruitment and orientation Help plan, organise and advertise workshops, seminars and other events Manage student payments and participation in training program events. Keep NSERC reporting sheets up to date, track budget and prepare NSERC reports Organise committee meetings, including agendas, note-taking and follow-up Maintain program website, social media and other communications Participate in strategic planning and partnership building in support of program development and expansion Qualifications Bachelor’s degree in a relevant discipline or relevant experience Good understanding of technology. Knowledge and interest in software and AI considered an asset 1-3 years of experience with project coordination Excellent communication, organizational and interpersonal skills with ability to multitask Ability to communicate in English. Knowledge of French considered an asset Proven record in organizing workshops, seminars and other events Ability to be autonomous within a collaborative work environment Experience working in academic environments considered an asset How to apply As the position is based in Montreal (remote work possible), applicants must be legally authorized to work in Quebec. The Program Coordinator position will be part of Concordia University’s CARE union (Concordia Association of Research Employees) . Applicants are requested to submit their resume or curriculum vitae and a cover letter describing their interest in the position and their relevant skills and experience in one PDF file to:

Example 3

*Coordinator: Skills Boost Literacy Program * *Job Description: * We are seeking a dynamic educator to coordinate and deliver the Skills Boost tutoring program. This is a part-time term position that typically operates out of school Monday through Thursdays and on some Saturdays. The Skills Boost program coordinator facilitates the delivery of literacy and numeracy support to students in a small-group and/or individual format, with the help of volunteers and tutors. Skills Boost learners are students who need a “boost” of support to help them reach grade-level expectations. There is an emphasis on reading for grades 2-4, but coordinators may also facilitate learning opportunities for students in the intermediate and secondary grades. *Duties and * * Provide safe, warm, encouraging, environments to support student learning * Build positive rapport with all participants including parents and volunteers * Manage and maintain the learning spaces, including program supplies * Prepare learning activities and materials * Recruit, train, and support tutors and volunteers * Promote the program to parents, schools, and partner groups * Retain student registration information and attendance records * Manage program and project budgets * Manage schedules, statistics, evaluation, and reporting requirements * Communicate regularly with the Executive Director * Other related duties as required by the Executive Director *Qualifications Preferred* · Teaching experience in literacy and numeracy; licensed teacher or former teacher, or related equivalent · Knowledge of the local school system and BC curriculum · Demonstrated communication, organizational, and facilitation skills · A Criminal Record Check and BC Vaccine Card is required Contract length: 6 months Part-time hours: 16 per week Application deadline: [phone number]12-10 Expected start date: [phone number]01-04 Job Types: Part-time, Temporary Schedule: * Day shift COVID-19 considerations: BC Vaccine Card required Work remotely: * No

Example 4

*Manitoba MÉTIS Federation* *Program Coordinator* *November 24, [phone number]* *Posting #21-003-09* The Manitoba Métis Federation (MMF) is the democratic Government of the Red River Métis - also known as the Manitoba Métis. The Red River Métis are Canada’s Negotiating Partners in Confederation and the Founders of the Province of Manitoba. The MMF seeks to fill one full-time *Program Coordinator* position within our *Métis Community Liaison Department* (MCLD) located at 150 Henry Ave in *Winnipeg, MB*. The Program Coordinator plans, implements and coordinates and oversees the MCLD programs to ensure that established goals and objectives are accomplished in accordance with prescribed priorities, budgetary guidelines, and work plan activities. *_Job Duties/Competencies: _* · Oversee the administrative, financial and program management of the Métis Community Liaison Department; · Oversee and provide supervision and guidance to the MCLD team; · Create and oversee budgets, reports and ensure program reporting requirements for funding criteria are met; · Provide write reports on departmental activities and results including statistics on services and programs provided, financial status of programs, department goals and objectives; · Maintain current issues, important priorities and create briefing notes on the departments progress; · Perform a range of administrative tasks including researching and writing; · Manage the financial and physical resources of the department and coordinate the development of plans to meet the changing needs of the Métis people and communities. *_Skills and Qualifications: _* · Bachelor’s degree or Diploma in Business Administration or relevant field. Equivalent experience and training may be considered; · Multiple years’ experience as a Program Coordinator or relevant position; · Experience preparing funding proposals for social service projects and programs; · Knowledge of program management, delivery and implementation, and budgets and expenditure reports; · Knowledge of local, federal, and provincial resources; · Proficient in Microsoft Office Suite; · Knowledge of Métis issues and socio-economic conditions affecting Métis people; · Knowledge of Métis culture and MMF programs and services is an asset; and · Ability to travel, valid Manitoba Driver’s license with access to a reliable vehicle. We offer a comprehensive benefits package including; health, dental, vision, pension and vacation. Access to an on-site fitness facility as well as an in-house restaurant is available. *Please submit your resume and cover letter, referencing the job posting number by Wednesday, December 8, [phone number]* The MMF requires a satisfactory criminal record check prior to commencement of employment. The MMF will accept existing criminal record checks if dated within 3 months of your start date. Obtaining this document is not a guarantee of employment. *Preference will be given to qualified Métis applicants and they are encouraged to self-identify on their cover letter. The MMF encourages internal applicants to apply for career opportunities within our Government.* MMF Human Resources Department 300-150 Henry Ave, Winnipeg, Manitoba R3B 0J7 Email or Fax to (204) 947-[phone number]All our job postings can be found at: [website] Job Types: Full-time, Permanent Benefits: * Company pension * Dental care * Disability insurance * Employee assistance program * Extended health care * Life insurance * Vision care Schedule: * Monday to Friday

What does a Program Coordinator do?

Program Coordinators are responsible for carrying out the program’s agenda, though the exact details can vary widely depending on the nature of the program and the industry. Overall, Program Coordinators are responsible for managing both administrative tasks and personnel for the program. Budgetary concerns ultimately fall on the Program Coordinator to address. Program Coordinators are also responsible for logistics, like overseeing schedules and time management of the program’s activities.

Program Coordinator skills and qualifications

A Program Coordinator will need to possess an extensive selection of skills to carry out their duties effectively, including:

  • Verbal and written communication skills, along with social media literacy
  • Organization and prioritization skills
  • Budgeting and financial analysis and reporting abilities
  • Administrative and clerical skills
  • Active listening and capacity to communicate empathetically
  • Attention to detail and aptitude in long-term planning
  • Ability to adapt to a rapidly changing environment

Program Coordinator experience requirements

A Program Coordinator position typically requires a few years experience, which can be achieved in one of two ways. First, candidates can have extensive experience in a specialized industry. Alternatively, they can have experience working as a Program Coordinator in a different industry. Program Coordinators require a lot of organizational skill and resumes should reflect that. Candidates need experience with administrative and clerical tasks, and should be able to demonstrate how they’ve developed those skills in previous roles. In some cases, relevant internships are enough to prepare a candidate and qualify them for the position. However, for large-scale programs, you may prefer a candidate with more extensive experience in a full-time role.

Program Coordinator education and training requirements

Candidates with relevant experience are generally well-prepared to take on the role of Program Coordinator. Look for those with a bachelor’s degree in business administration or a relevant field. Alternatively, someone with an associate degree or a high school diploma can qualify, provided they have enough relevant experience in similar roles. It’s common for Program Coordinator positions to include on-the-job training, so consider what training you can offer your prospective Program Coordinator when deciding on educational requirements.

Program Coordinator salary expectations

According to Indeed Salaries, the average salary for a Program Coordinator in Canada is $45,413 per year. The salary can vary depending on location, experience, and the company.

Job description samples for similar positions

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Program Coordinator job description FAQs

What qualities make a good Program Coordinator?

Program Coordinators are responsible for the success of a wide variety of programs, so the most important quality to look for is organization and the ability to meet deadlines. Strong candidates will be confident in managing and prioritizing multiple tasks. In addition to organization, Program Coordinators need a strong work ethic. Program elements are constantly changing, and a Coordinator needs to keep all the components in line and functioning smoothly to meet deadlines.

What should you look for in a Program Coordinator resume?

When looking through resumes for a Program Coordinator, look for relevant experience. Candidates who don’t have experience in the same role should be able to demonstrate transferrable skills. For example, if a candidate has organized events for their local community centre, they likely have a foundational understanding of how to manage multiple tasks and keep everything on track to meet deadlines. It’s also a good indicator that the Program Coordinator candidate can handle the fast-paced nature of the role.

What are the different types of Program Coordinators?

Program Coordinator positions can vary extensively from one another depending on the industry. For example, a Program Coordinator at an assisted living facility will work in an entirely different way than one who works for an institute of higher education. Virtually any industry can have their own unique style of Program Coordinator, but the required management and organizational skills are largely the same.

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