Programs Coordinator

Title: Programs Coordinator

Reports to: Executive Director

Department: Administration

Status: Full-Time, Exempt

Position Summary:

The Programs Coordinator is responsible for managing the Foundation’s program portfolio, including educational scholarship and medical financial assistance awards. This role includes continuous evaluation and improvement of these programs to enhance recipient experiences and ensure compliance with all fiscal and regulatory requirements. The Programs Coordinator works closely with the Foundation's Executive Team to build and maintain relationships with prospective applicants, beneficiaries, recipients, and community partners.

Essential Job Duties:

1. Program Administration:

-Implement and manage the application processes for the Foundation’s scholarships and medical financial assistance awards.

-Oversee daily program administration, including budget planning, timeline coordination, accounting, and medical billing.

- Supervise the Program Assistant to ensure efficient processing of applications, compliance with audit requirements, and adherence to standard operating procedures and nonprofit best practices.

Communication and Correspondence:

-Draft and distribute all scholarship and award-related correspondence, ensuring the accuracy and timeliness of grant distributions.

- Manage the Foundation’s scholarship platform, ‘Ohana Online, including handling operations, database input, and responding to inquiries about the system and online applications.

Application Review and Award Processing:

- Review all Education & Medical award applications, prepare them for review and approval, and generate necessary documentation, including scholarship checklists, notification letters, and award agreement contracts.

- Generate and forward check requests for approved awards to the Executive Director for processing.

Budget Management:

- Plan, propose, and track budgets for individual programs and total quarterly expenditures.

- Allocate resources appropriately and ensure spending remains within the established budget.

Compliance and Evaluation:

- Stay informed of current trends, best practices, and regulations related to scholarships, medical awards, and grants.

- Conduct annual evaluations of the scholarship and awards programs to ensure they meet the Foundation’s goals and objectives.

Outreach and Community Engagement:

- Create awareness of the scholarship and awards programs within the Hualalai Resort community through program fairs and targeted outreach.

- Coordinate the lifecycle of the scholarship and awards programs, ensuring a steady pipeline of applicants.

Event Support:

- Assist in the implementation and coordination of events and programs that align with the Foundation’s mission and support its goals.

Qualifications and Experience:

- Education: Bachelor’s degree required.

- Experience: Two to three years of professional experience in program development and management.

Skills:

- Strong organizational and problem-solving skills.

- Attention to detail and accuracy in work.

- Proficiency in word processing, spreadsheets, database management, accounting software, and web-based applications.

- Strong customer service skills and the ability to build and maintain relationships with diverse stakeholders.

- Effective oral and written communication skills for interaction with a wide range of individuals, including donors, community leaders, nonprofit/education representatives, and Foundation stakeholders.

Work Style: Ability to manage multiple assignments with minimal supervision, work independently as a self-starter, and collaborate effectively in a team environment.

Physical Requirements: Ability to lift objects of at least 20 pounds, sit at a desk for extended periods, and work on a computer. Access to a vehicle for work-related travel is required. Regular physical presence in the office and attendance at special events, as needed, are also required.

Compensation:

This is a full-time, exempt position. The employee is eligible to participate in the Foundation’s Employee Health and Benefits Plan as outlined in the Foundation’s personnel policies. Compensation is commensurate with skill level and experience.