1740 17th Ave
General Description: The Program Coordinator manages a volunteer based literacy program involving volunteers who provide one to one and small group instruction to 200 local adults each year. The Coordinator manages a program budget of approximately $130,000 per year, including organizing fundraising activities to raise $45,000 each year. The Program Coordinator works closely with members of the Volunteer Center Administrative staff and supervises one part time employee and up to 120 volunteers. The Program Coordinator reports to the Volunteer Center Executive Director. This position is 28-32 hours per week and is entitled to full benefits.
Managing staff and volunteer workforce. The Program Coordinator provides team leadership and supervision to the staff and maintains a pleasant environment that is welcoming to volunteers and gives the volunteers the tools and support they need to succeed. These duties include:
a To staff the Advisory Committee and other volunteer leadership teams and to coordinate the communication and scheduling of their work;
b To evaluate staff annually and provide ongoing support and supervision to Program Assistant;
c To train and supervise volunteers in the office to assist with tutor support and clerical tasks;
d To provide staff and volunteers with access to ongoing training opportunities;
e To communicate at least monthly to Literacy volunteers, donors and others through a literacy program e-newsletter and our website.
Managing the resources and operations of the Literacy Program to provide high-quality services to clients. The Program Coordinator manages program resources and delivers program results that meet or exceed service goals and maintains a high standard of accountability to volunteers, donors and the community. These duties include:
a To develop and manage program budgets of some complexity and to communicate the financial status of the program to volunteers, donors and the community;
b To ensure that the program meets the service goals associated with our funding, including all required state performance benchmarks for adult education and AB 109 Jail Literacy Contracts;
c Administer community and jail tutoring programs, including testing, data collection and reporting, liaisons with Sheriff’s Department staff, education providers, and workplace site staff.
d To coordinate the preparation and submission of accurate, timely reports to our funders as needed and the Volunteer Centers quarterly reports;
e To represent the Literacy Program in local, state and regional collaborations;
f To supervise staff and volunteers in managing the libraries and materials in a way that meets the needs of our volunteers and students.
Fundraising, promotions and community outreach. The Program Coordinator promotes the program widely in order to gain the volunteer and financial resources needed to maintain the program, including recruiting and training 100 volunteers each year and raising $45,000. These duties include:
a. To conduct continuous recruitment campaigns for new volunteers, including personal contacts and public speaking to churches, service clubs, organizations, college students and the media;
b. With the assistance of the VC Communication Director oversee the development and distribution of informational materials in English and Spanish;
c. To coordinate the production of direct mail fundraising campaigns and fundraising efforts from businesses, faith based groups and service clubs;
d. To work with Administrative staff to prepare annual applications for funding to Probation, California Department of Education and to seek out and write grants;
e. To work with leadership volunteers to coordinate fundraising activities through the Human Race, and other appropriate activities;
f. To research and develop other grant and funding opportunities that meet the needs of our program.
Maintaining administrative systems that support the programs’ activities. The Coordinator is responsible for the overall quality and reliability of administrative systems that meet our standards of accountability and reliability. These duties include:
a. Maintaining record keeping systems to insure that computer and paper files contain accurate information concerning volunteers, clients and services that support the information reported in the quarterly reports;
b. Managing the required state student performance system using the Tops Pro Data base provided through the state and to make sure we comply with all data integrity standards for the State Department of Education;
c. Development of annual budgets, analyze revenue and expense reports, submit claims and financial report to funders, maintain documentation. Oversee retention of fiscal and financial documents;
d. Providing training and oversight to staff and volunteers who engage in clerical and administrative tasks, including testing;
e. Assuring that all required information concerning clients is retained for program reviews and audits;
f. Maintaining the program mailing list, including volunteer, supporter, donor and prospect information.
Required Skills, Knowledge and Abilities:
- BA plus 2 years experience, or MA plus 1 year experience managing programs or projects, preferably with a volunteer-based organization. Specific experience supervising or managing the work of volunteers or staff is strongly preferred.
- Demonstrated experience in managing budgets of some complexity, including revenue from grants, government contracts, fees and donations.
- Ability to work with a wide variety of people. Competence in understanding the needs of and working with people from diverse cultural backgrounds.
- Demonstrated ability to supervise teams and delegate appropriately.
- Strong communication skills.
- Must possess a valid California Drivers License and have access to a vehicle. Must be able to pass a Jail Clearance – no felony convictions, no arrests for 7 years.
- Bilingual in English and Spanish is strongly preferred; competence in working in a multi-cultural setting is required as demonstrated by experience working within the Latino or other multi-cultural community, or by being bicultural.
- Experience with ESL or Literacy as a Volunteer, Learner or staff member a Plus.
Employment Terms and Conditions: This position is budgeted for 28-32 hours per week with some flexibility in scheduling, including consideration of part time employment. The Coordinator is supervised by the Executive Director. The position is eligible for full Volunteer Center benefits including paid vacation, sick leave, holidays health insurance and access to other employee optional benefits. Starting wage is $33,000 - depending upon prior experience, with regularly scheduled increases. The Volunteer Center is an Equal Opportunity Employer and people from diverse backgrounds are encouraged to apply.
The position is eligible for full Volunteer Center benefits including paid vacation, sick leave, holidays health insurance and access to other employee optional benefits.
Level of Language Proficiency
Bilingual in English and Spanish is strongly preferred
Minimum Education Required