Program Operations Coordinator

Organization: Harlem Junior Tennis and Education Program (HJTEP)

Job Title: Program Operations Coordinator (Part-Time)

Location: New York, NY (Hybrid work schedule)

Reports to: Executive Director and Senior Leadership

Organization: Harlem Junior Tennis and Education Program (HJTEP)

Status: Part-Time (30-35 hours/week)

Compensation: $30/hr

About HJTEP: The Harlem Junior Tennis and Education Program (HJTEP) empowers youth through tennis, education, and wellness. Founded in 1972, we serve more than 1,000 children annually in Harlem and under-resourced communities across New York City. Our programming helps develop champions on the court and in life by promoting academic excellence, physical health, and personal growth.

Position Summary: HJTEP is seeking a highly organized, proactive, and detail-oriented Program Operations Coordinator to support both program operations and data tracking across the organization. This individual will play a key role in ensuring the smooth execution of day-to-day programs while maintaining accurate data systems that support reporting, evaluation, and informed decision-making.

The Program Operations Coordinator will provide cross-departmental administrative and programmatic support across Executive Leadership and the following departments: Program Management, Education, Communications, Development, and Community Outreach & Engagement. Responsibilities include scheduling, documentation, communications, and event logistics, alongside maintaining participant records, supporting data collection, and assisting with internal reporting for programs, grants, and organizational initiatives.

This role blends hands-on program coordination with foundational data management and evaluation support to ensure HJTEP delivers high-quality programming while maintaining strong data integrity. The ideal candidate is a strong administrator who is equally comfortable coordinating people and processes as they are working with data systems, tracking outcomes, and supporting multiple teams. This is not a full data or evaluation role, but it plays a critical role in ensuring consistent data collection, reporting, and cross-departmental coordination. A commitment to serving youth through sport and education is essential.

Key Responsibilities

Program & Administrative Coordination

• Provide administrative and logistical support to the Executive Director, Program Manager, and Director of Programming.
• Support student registration, attendance tracking, documentation, and internal reporting.
• Coordinate schedules, meetings, materials, and follow-ups across program initiatives.
• Assist with planning and execution of programs, clinics, tournaments, and community events.
• Support communication with families, schools, coaches, and community partners.
• Maintain organized digital and physical program files.

Evaluation & Survey Support

• Assist with administering surveys for students, families, alumni, and partners.
• Compile and organize survey and program outcome data for evaluation and reporting.
• Support analysis by summarizing trends and flagging gaps or data issues for leadership review.
• Prepare charts, tables, or brief summaries to communicate findings clearly.

Cross-Departmental Support

• Collaborate with Development staff to support grant deliverables, reporting requirements, and submission deadlines.
• Help track program outputs and outcomes tied to funding requirements across program and education initiatives.
• Support donor and board reporting by compiling accurate program, education, and participation data when needed.
• Improve data collection workflows in collaboration with program, education, and development teams to ensure consistency and efficiency.
• Support the Director of Education by assisting with the collection, organization, and reporting of academic and enrichment program data.
• Coordinate with education staff to ensure timely data entry and documentation aligned with internal and funder reporting needs.
• Support the Communications Manager by providing accurate program metrics, participation numbers, and impact data for external communications, reports, and campaigns.

Qualifications

• Bachelor’s degree required and 2+ years of experience in program coordination, administrative support, or nonprofit operations.
• Strong proficiency in Excel or Google Sheets; comfort working with data systems.
• Experience with Salesforce or other CRM/databases preferred.
• Excellent written and verbal communication skills, with the ability to draft, edit, and proofread professional correspondence and reports.
• Strong organization, accuracy, and attention to detail, with proven ability to manage multiple projects and deadlines simultaneously.
• Demonstrated ability to maintain confidentiality, manage sensitive information, and work independently while collaborating effectively across teams.
• Interest in youth development, education, sports-based nonprofits, or community impact.

Why work for HJTEP

At HJTEP, you’re joining a mission. Every day, you’ll play a part in empowering youth to unlock their full potential through tennis, education, and wellness. You’ll work in a collaborative, supportive environment where your ideas and contributions truly matter.

• Make an Impact: Your work helps more than 1,000 children each year build confidence, character, and lifelong skills both on and off the court.
• Dynamic Environment: From tennis tournaments to community events, no two days are ever the same. You’ll have the chance to be part of exciting programs that bring joy and opportunity to families across NYC.
• Growth & Learning: HJTEP is a place where you can expand your skills, take on new challenges, and grow alongside a team of experienced leaders who are passionate about mentoring and professional development.
• Community & Culture: Be part of a mission-driven team that values collaboration, celebrates diversity, and uplifts Harlem’s vibrant community.
• Flexibility: With a hybrid schedule and part-time hours, you’ll have room to balance meaningful work with your life outside the office.

English