Steph Turner

Full job description

 

POSITION PURPOSE:

This is a key position supporting the success and integrity of our programs. The Program Data Coordinator assists directors and managers by supporting program information evaluation efforts, ensuring accurate grant reporting, and coordinating operational needs for programming. This role requires strong, equity-focused data literacy, the capacity to interpret grant requirements through a community-informed lens, and careful monitoring of compliance expectations to ensure resources are used responsibly and in alignment with our values. The ideal candidate has excellent attention to detail, strong administrative skills, and the flexibility to accommodate after-school, early evening, and occasional weekend programming.

 

ESSENTIAL FUNCTIONS:

These are summarized expectations; they are not your limitations, and duties may expand as appropriate to the job title:

 

KEY RESPONSIBILITIES:

Coordination Duties:

• Support timeline that has been established for new and existing programs

• Identify and managing supplies and equipment for programs and events

• Prepare for public outreach events

• Supporting registration and data collection and retention in our client retention management system (CRM)

• Collect and compile quarterly program data, including meeting with each branch to review outcomes and prepare a report-out for leadership and quarterly reports.

• Serve as the liaison between Programming and Marketing by ensuring Marketing receives timely, accurate information for promotions, registrations, and outreach.

 

Data, Evaluation & Reporting

• Ensure all branches submit complete and accurate program information for registration creation, including schedules, descriptions, fees, and required details.

• Collect, input, organize, and maintain organizational data such as gathering participant testimonials and feedback as part of ongoing program impact data collection, and organize submissions for use in reports, grants, and marketing materials.

• Monitor data trends and share insights with directors to support decision-making.

• Maintain accurate program documentation, including incident reports, receipts, and data files.

• Develop summaries and reports to support internal planning and external reporting

• Gather participant testimonials and feedback as part of ongoing program impact data collection, and organize submissions for use in reports, grants, and marketing materials.

 

Grant Compliance, Tracking & Support

• Maintain working knowledge of all active grants, goals, activities, deliverables, timelines, and reporting requirements

• Ensure programming aligns with funder expectations and compliance criteria

• Support preparation of narrative, data, evaluations, and documentation for grant reports and submissions

• Assist with grant writing activities by providing data, program descriptions, and supporting materials

 

SKILLS:

• Excellent written and verbal communication skills

• Strong project management, scheduling, and workflow tracking skills

• Proficiency in conflict resolution and culturally competent practices

• Strong organizational skills with the ability to manage multiple tasks efficiently

• Proficiency in Microsoft Office Suite

• Attention to detail with the ability to ensure accuracy in all tasks

• Strong problem-solving skills to identify and resolve issues efficiently

• Upholds Rootead’s commitment to integrity, collective care, and clear communication when engaging on behalf of the organization both internally and externally

• Discretion and confidentiality in handling sensitive information [HIPAA and GDPR compliance]

• Ability to provide support tailored to the unique needs of diverse individuals

• Adaptable and open mind/heart

• Anti-racist/social justice lens

 

EDUCATION/WORK EXPERIENCE:

• High school diploma or equivalent

• Some experience in project management, program evaluation, and data collection

• Previous experience working with youth and families is preferred

 

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS:

Routine office environment; day-to-day computer work and interaction with supporting staff. Must be able to lift 25 - 50 pounds. Must have reliable transportation, a valid driver’s license, vehicle insurance that meets the state’s requirements, and be able and willing to travel 10%-20% of the time as needed.