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WE CANN PROGRAM COORDINATOR

JOB DESCRIPTION

POSITION SUMMARY

The WE CANN Program Coordinator provides administrative, operational, and program support for CAGI’s WE CANN initiative. This position assists with the coordination of daily program activities, participant documentation, scheduling, data tracking, reporting, community resource coordination, and general administrative functions necessary to support effective program operations.

The Program Coordinator works closely with the WE CANN Program Director, Community Manager, Community Navigators, community partners, and other CAGI staff to help ensure program activities are organized, documented, and completed in accordance with organizational and funder requirements.

In the absence of the Community Manager, the Program Coordinator provides administrative and operational continuity by serving as a point of contact for routine program matters, communicating information to staff, assisting with coordination of daily activities, and escalating supervisory, personnel, or significant program decisions to the WE CANN Program Director. This position does not have direct supervisory or disciplinary authority over program staff.

ESSENTIAL FUNCTIONS

Program Administration & Coordination

• Provide day-to-day administrative support for WE CANN program operations.
• Coordinate program calendars, meetings, appointments, outreach activities, trainings, and other scheduled program activities.
• Assist with organizing daily program activities and communicating schedules, assignments, deadlines, and program updates to appropriate staff.
• Prepare correspondence, meeting materials, agendas, forms, spreadsheets, presentations, and other program documents.
• Maintain organized electronic and hard-copy program records and files.
• Assist with tracking program deadlines, deliverables, follow-up items, and administrative requirements.
• Respond to routine program inquiries and direct individuals to the appropriate staff member or resource.
• Assist the Community Manager and Program Director with special projects and program initiatives.

Participant Documentation & Service Coordination

• Maintain accurate records of participant enrollment, participation, referrals, follow-up activities, and program engagement.
• Assist Community Navigators with administrative aspects of participant intake, assessments, service documentation, referrals, and follow-up.
• Review program documentation for completeness and notify appropriate staff when information or documentation is missing.
• Enter and maintain participant information within designated databases, spreadsheets, tracking systems, and other program records.
• Assist with coordinating participant referrals to community-based organizations and service providers.
• Maintain confidentiality of participant information in accordance with organizational policiesand applicable requirements.
• Data Tracking & Reporting
• Compile program information and data for internal reports, funder reports, dashboards, and other reporting requirements.
• Maintain daily, weekly, and monthly program tracking logs.
• Assist with monitoring participant outcomes, referrals, service utilization, and other established program measures.
• Support preparation of monthly program reports and grant-related documentation.
• Assist with identifying missing, incomplete, or inconsistent program data and coordinate corrections with appropriate staff.
• Maintain documentation necessary to demonstrate compliance with program and funder requirements.

Community Resources & Partnership Support

• Maintain and regularly update the WE CANN community resource directory.
• Gather current information regarding available housing, employment, education, healthcare, legal, transportation, food, utility, and other supportive services.
• Assist with coordinating meetings and communications with community-based organizations and service providers.
• Maintain partner contact information, referral information, meeting records, and related documentation.
• Provide participants and staff with approved community resource information as appropriate.
• Assist with community outreach activities, resource fairs, meetings, presentations, and other program events.
• Represent the WE CANN program at assigned meetings, trainings, and community activities when requested.
• Administrative Support to Program Staff
• Assist Community Navigators with forms, documentation, scheduling, resource information, and other administrative program needs.
• Coordinate distribution and collection of required program documentation.
• Assist with onboarding logistics, training schedules, program materials, and administrative preparation for new program staff.
• Maintain inventories of program forms, supplies, informational materials, and outreach materials.
• Assist with coordinating staff meetings and maintaining meeting notes and follow-up items.
• Communicate established procedures, deadlines, schedules, and operational information to program staff as directed by management.

Support During Community Manager Absence

• Serve as the primary administrative point of contact for routine WE CANN program operations when the Community Manager is unavailable.
• Assist with coordinating daily schedules, participant needs, assignments, meetings, and program activities to support continuity of operations.
• Communicate established priorities, instructions, and program information provided by the Community Manager or Program Director.
• Address routine administrative and operational questions within established policies and procedures.
• Identify urgent or significant operational concerns and promptly escalate them to the WE CANN Program Director.
• Provide updates to the Community Manager and Program Director regarding outstanding items, participant concerns, deadlines, and other matters requiring follow-up.
• Does not independently hire, discipline, evaluate, approve leave, issue corrective action, or make other personnel decisions regarding WE CANN staff.

REQUIREMENTS

• Associate degree in Business Administration, Public Administration, Human Services, Social Services, Criminal Justice, Healthcare Administration, or a related field preferred; equivalent combination of education and relevant experience may be considered.
• Two (2) or more years of administrative, program coordination, human services, community-based programming, social services, nonprofit, or related experience preferred.
• Strong organizational and administrative skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• High level of accuracy and attention to detail.
• Experience maintaining records, databases, spreadsheets, reports, or other program documentation.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Ability to maintain confidentiality and handle sensitive participant and organizational information appropriately.
• Ability to communicate effectively and professionally with individuals from diverse backgrounds.
• Ability to work independently while recognizing matters requiring management review or approval.
• Ability to adapt to changing program needs and priorities.

INDEPENDENT ACTIONS AND JUDGEMENT

Actions are controlled by Community Action policies and procedures, and by-laws governing non-profit organizations.

WORKING RELATIONSHIP

Work with all levels of management, Community Action personnel, and general public. Position demands high levels of courtesy, diplomacy and tact.

WORKING CONDITIONS

Work is performed in a standard office environment. May be required to work, beyond regular office hours to meet deadlines and the needs of the population the organization serves

Community Action of Greater Indianapolis, Inc. (CAGI) is a nonprofit organization dedicated to the reduction and ultimate elimination of poverty among the clients in its service area. Currently, we served more than 40,000 households and 100,000 residents of Boone, Hamilton, Hendricks, Marion and Tipton Counties in Indiana. CAGI has pursued its mission since its incorporation in 1965, and the constellation of services we provide has grown and evolved as the shape and face of poverty has changed and the needs of our clients have changed. We are proud to be among the more than 1,000 Community Action Agencies in the country striving to achieve such outcomes for our constituents.