Program Coordinator

The Program Coordinator will perform program and administrative work, including coordinating program events, outreach and engagement, data processing, record-keeping, reporting, and tracking grant and financial records. This role supports senior leadership in dealing with a diverse group of external and internal stakeholders. The Program Coordinator will coordinate programs within the Connected Communities portfolio, which is comprised of several key statewide initiatives including Volunteer Wisconsin and Techquity Wisconsin.

ABOUT UNITED WAY OF WISCONSIN

United Ways improves lives and strengthen communities by mobilizing partners to close gaps and open opportunities so everyone can thrive in Wisconsin. United Way connects partners, donors, volunteers, and community leaders to tackle the root causes of complex challenges while making a positive impact on the lives of Wisconsinites. Statewide our key initiatives are 211 Wisconsin, Volunteer Wisconsin, Workforce Development, and Techquity Wi. We also provide member support services to local and independent United Ways in Wisconsin, and 211 regional contact centers.

CORE COMPETENCIES

Candidates must be able to demonstrate strong analytical and problem-solving skills, sound judgment, and dynamic teamwork. The person should be organized, should excel at effective communication, and should have sound technical skills, and a strong operational focus, with the ability to prioritize effectively among competing responsibilities. A commitment to adding value to the team with a goal of implementing United Ways strategic direction. The individual should have exceptional listening skills, demonstrate a strong sense of initiative, eagerness to learn and grow, and care for the work, and show integrity and compassion for all members of the team and community.

ESSENTIAL DUTIES AND RESPONSIBILTIES:

This role is essential in supporting United Way of Wisconsin’s statewide programs and assisting assigned program directors with administrative, financial, outreach, and program implementation functions. The Program Coordinator ensures the smooth operation of programs and provides critical support to senior leadership.

Planning and Coordination:

• Coordinate and implement programs, activities, and events, including creating schedules, timelines, and budgets.
• Manage day-to-day program operations, ensuring alignment with mission, values, guidelines, policies, and procedures.
• Contributes to the ongoing improvement of workflow and project practices.
• Assist with administrative tasks such as scheduling appointments, coordinating forms and files, scheduling meetings, copying, filing, scanning, and preparing mailings.
• Monitor program progress, collect relevant data, and document key metrics to measure impact and performance. Provide status updates and comments as needed.
• Prepare and submit reports, dashboards, and proof of performance for leadership and stakeholders.
• Plans and tracks the project roadmap and monitors progress.
• Establishes written program policies and documentation.

Data, Monitoring and Reporting:

• Ensure programs are on schedule, within budget, and meeting standards.
• Manage program databases, compile, and analyze data, and prepare reports.
• Maintain program records, reports, presentations, and proposals.
• Prepare and present regular reports on program progress, outcomes, and impact to stakeholders.
• Enter individual and summary transactions into the enterprise system.
• Review partner invoices and requests for reimbursement, ensuring compliance with funder requirements.
• Troubleshoot problems, perform vendor/account research, and provide instruction and guidance as needed.
• Leads communication and prepares justifications related to procurement to ensure UWWi rules and regulations are followed.
• Reviews subaward invoices and supporting documentation, ensuring accuracy and alignment with the budget.

Communication and Outreach:

• Coordinate with staff, stakeholders, and participants, managing marketing and communications to facilitate positive relations.
• Develop coordinated, consistent program outreach and recruitment materials.
• Assist senior staff in coordinating multiple partner events and grant activities.
• Develop plans and arrange meetings, workshops, and events to exchange information, promote program objectives, and build relationships.
• Demonstrate skill in communications and human relations with populations of diverse socioeconomic and cultural backgrounds and persons with disabilities.

Event Coordination:

• Coordinate programming, educational, outreach, workshops, meetings, etc., including speakers, agendas, and other logistics.
• Ensure event details, including communication, venues, presenters, travel arrangements, materials, refreshments, and technology, are arranged and completed appropriately and timely.
• Attend and support facilitation of in-person events as needed or required by program goals.

Stakeholder Communication & Coordination:

• Manage communication with internal teams, partners, and external stakeholders to ensure alignment and collaboration.
• Coordinate resources efficiently to ensure timely completion of program deliverables.
• Schedule and organize meetings, develop agendas and supporting materials, facilitate discussions, and track follow-ups to ensure accountability.
• Document meeting outcomes through detailed notes, recordings, or reports for future reference and program continuity.
• Provide consistent, written instructions, forms/materials, and deadlines to subrecipients for compliance with regulations and policies.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Required Education and Experience:

• Bachelor’s degree in education, nonprofit management, social services, or an equivalent degree.
• Three years of similar experience required.
• Work experience with the Hispanic or Hmong community is a plus. Spanish and/or Hmong language skills also a plus.
• Excellent knowledge of Microsoft Office Suite – especially Word, Outlook, Excel, and PowerPoint. Ability to use video conference tools (e.g., Zoom, Microsoft Teams).
• Ability to manage multiple tasks efficiently while meeting deadlines.
• A valid Driver’s License and current auto insurance are necessary for event coordination.
• Ability to work in a hybrid/distributed office environment.
• Self-initiative in learning modern technologies and advancing tech skills.
• Comfort with and knowledge of how to appropriately engage with a wide range of parties (colleagues, executive leadership, vendors, etc.).
• Familiar with tracking tools, ensuring accuracy in data gathering, documentation, and reporting.
• Strong written and verbal skills for stakeholder interaction and relationship building.
• Skilled in fostering open communication and collaborative teamwork, able to provide guidance and support to individuals and teams.
• Demonstrated flexibility in changing environments and experience aligning program activities with broader goals.
• Proficient in project management tools, databases, spreadsheets, word processing, and email platforms.
• Experience working in digital inclusion, volunteer training, or similar programs a plus.

Physical and Mental Demands

• The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this class, an employee is regularly required to stand, walk, and sit, talk or hear both in person and by telephone; use hands and fingers repetitively to handle or feel objects or controls and operate computers and other standard office equipment; reach with hands and arms.  
• Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.
• While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; learn and apply new information or skills, work under intensive deadlines and interact with UWWi staff and members and others encountered in the course of work.