Community Programs Senior Coordinator

JOB OVERVIEW The Community Programs Senior Coordinator independently coordinates Miracles for Kids' community program events and serves as the day-to-day lead for program procurement, vendor relations, and in-kind donation logistics, while supporting the case management team at Miracle Manor. Working under the direction of the Community Programs Director, you will manage events from planning through follow-up; run competitive procurement for program and event purchases and recommend vendors for approval; track program and event spending against approved budgets; partner with the development team to solicit and manage in-kind donations; lead and train event volunteers; and help case managers with scheduling, resource referrals, intake, and case note organization. The role is hands-on, including moving donations and setting up events, while also staying in contact with program families, and serving as a go-to resource for program operations across the team. KEY RESPONSIBILITIES Event Coordination and Logistics Independently plan, coordinate, and execute program events including Basket of Miracles (Boost Program), Surf & Paddle Summer Camp (Balance Program), Boo Fest, and other community program events throughout the year. Lead event timelines, volunteers, vendors, supplies, and day-of logistics, serving as the primary on-site lead at events. Set up and tear down events, including tables, tents, decorations, signage, and supplies. Assist in communicating with program families about event details, registration, and follow-up. Track event data, including attendance, participation, and outcomes, and prepare reports, including budget-to-actual and cost-per-participant summaries, to support program, board, and grant reporting. Receive, unload, sort, pack, and track donation inventory for events and programs. Drive the company transit van to load, transport, and deliver event materials and donations. Develop and maintain event planning tools, including timelines, checklists, run-of-show documents, and post-event debriefs, and recommend process improvements to the Community Programs Director. Procurement, Budget, and Vendor Relations Manage competitive procurement for program and event purchases in line with Miracles for Kids' procurement policy, including obtaining the required number of quotes or bids, preparing side-by-side comparisons, and recommending vendors to the Community Programs Director for approval. Maintain complete procurement records (quotes, selection rationale, approvals, contracts, and invoices) to support audits and grant compliance, including purchases funded by restricted or government grants. Track program and event expenses against approved budgets, flag variances to the Community Programs Director, and help prepare annual program and event budgets. Prepare purchase requests, verify deliveries and invoices against orders, code expenses to the correct program and funding source, and submit them to Finance on time . Serve as the day-to-day point of contact for program vendors and community partners (venues, rentals, caterers, transportation, camp partners), handling scheduling, confirmations, certificates of insurance, and performance follow-up. In-Kind Donation Solicitation and Management Partner with the development team to identify and solicit in-kind donations of goods and services for families, programs, and events, including donation drives and requests to businesses and community partners. Coordinate in-kind donor drop-offs and pickups, and serve as the program contact for in-kind donors on logistics. Log and value in-kind gifts according to Miracles for Kids procedures, and provide documentation to Development and Finance for donor acknowledgments and financial reporting . Track the distribution of donated items to families, and report on in-kind use and impact for donor stewardship and grant reporting Case Management Support (Safe Haven). Assist Case Manager with family meetings. Research and share communi…

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