PROGRAM ADMINISTRATIVE COORDINATOR

About the role

The Program Administrative Coordinator supports the execution and coordination of program operations and recruitment processes across all program areas, focusing on implementing established processes, maintaining accurate systems, and ensuring timely follow-through on operational and hiring workflows. This role works closely with program leaders to promote consistency, communication, and accountability across departments.

Responsibilities

• Maintain accurate program data and records within systems (e.g., ActiveNet), ensuring completeness and consistency.
• Execute updates to program sessions in ActiveNet during session transitions, ensuring data accuracy for financial reporting.
• Support the execution of registration-related processes, including tracking rosters, waitlists, transfers, and withdrawals in alignment with established procedures.
• Care for program schedules, room assignments, and shared calendars to support effective space utilization.
• Perform monthly reviews of department web pages to ensure program information is accurate, up to date, and aligned with current schedules, offerings, and organizational standards.
• Maintain and update multi-program calendars, including tracking schedules across program areas.
• Research, generate, and maintain multi-school district calendars across both centers to support program planning.
• Maintain organized files, documentation, and shared resources to support operational clarity and consistency.
• Cook up office supply needs by collecting departmental requests, submitting orders through the Senior Director, Systems & Services, and tracking fulfillment.
• Under the leadership of the Director of Program Strategy & Operations, coordinates recruitment workflows to ensure a consistent, timely, and organized hiring process across the organization.
• Serves as the primary coordinator for recruitment and onboarding activities, supporting candidate sourcing, interview scheduling, hiring processes, orientation, and new hire integration to ensure a positive and consistent employee experience.
• Supports intake and tracking of recruitment needs in collaboration with the Director and Human Resources.
• Monitors applications and maintains consistent communication with candidates throughout the recruitment cycle.
• Coordinates interview scheduling and logistics across candidates and hiring teams.
• Prepares and organizes candidate materials for interviews.
• Initiates and tracks pre-employment assessments (e.g., Harver), including reminders and reference completion.
• Maintains consistent follow-up to ensure candidates are appropriately advanced or closed out.
• Track hiring progress and follow up on outstanding steps to support timely completion of the process.
• Serve as the primary contact for new employees, providing guidance, support, and timely communication throughout onboarding.
• Prepare and distribute onboarding materials, complete employment paperwork, and coordinate orientation schedules.
• Collaborate with hiring managers and department leaders to ensure equipment, system access, and resources are prepared prior to applicant start.
• Track onboarding milestones and maintain records within HR systems.
• Aid the Director, Program Strategy & Operations with coordination of Program and Operations meetings, including event planning meetings and post-event debriefs, and take and distribute clear, accurate meeting notes in a timely manner.
• Coordinate logistics, including scheduling, materials, and setup.
• Track action items and follow up on outstanding items to support completion.
• Support the Coordination of the weekly all-staff update (MYSST), ensuring timely, accurate, and consistent communication of key organizational updates across departments.
• Interacts with a positive attitude with participants, members, parents, and staff.
• Manages unexpected situations/emergencies in an efficient, professional manner, complete incident reports following every qualifying incident.
• Adheres to YMCA policies, safety standards, and child protection practices.
• Participates in staff meetings and trainings.

Qualifications

• Bachelor’s degree or equivalent experience.
• Minimum two years customer service experience, including strong initiative in relationship development and engagement with customers and partners.
• Excellent written and verbal communication skills, including ability to work independently on relationship development.
• Strong commitment to Madison Area Y mission, values, and Strategic Plan goals, including its key initiatives for mental health and holistic wellness.
• Demonstrated maturity, professional judgment, initiative, diplomacy, and discretion and maintaining confidentiality.
• Strong team orientation and demonstrated effectiveness with independent communications with members, staff, volunteers, donors, and prospective partners.
• Competence with automated databases, e.g., Microsoft Office/Excel programs.
• Accuracy in managing information and data, including producing reports for organizational outcomes and impact assessment.