Job Title: Programs Project Coordinator
Department: Programs
Reports To: Chief Programs Officer
FLSA Status: Non-Exempt/Full Time
Position Summary
The Programs Project Coordinator plans, executes, and oversees projects aligned with the organization’s mission, coordinating team members, managing project timelines and budgets, tracking progress, allocating resources, and communicating with stakeholders to ensure successful outcomes. This role requires strong organizational, time management, communication, and problem solving skills. The ability to organize and execute concurrent projects within stated timelines is critically important. The Chief Programs Officer supervises the Coordinator.
Essential Duties & Responsibilities (inclusive but not exhaustive):
Project Coordination
- Develops project plans, timelines, and task lists, and ensures efficient execution of project stages. Manages and coordinates project teams, including staff and volunteers, ensuring everyone is aligned with project goals and milestones.
- Tracks project budgets, expenses, and resources, ordering necessary supplies and materials.
- Serves as a liaison between team members, management, and any external stakeholders, fostering clear communication and reporting.
- Assesses potential challenges or obstacles within projects and proposes solutions. Creates and maintains project documentation, including reports, status updates, and meeting agendas.
- Ensures all projects directly support Caritas’ mission, vision, and strategic objectives.
Administrative Functions and Processes
- Serves as liaison between programs management and Finance Department in relation to the MICROIX, RAMP systems and program expenditures.
- Attends program meetings as assigned to prepare meeting minutes, such as Programs Management Team (PMT), Programs & Finance (PROFIN), Housing Performance Task Group, etc.
- Assists management team in creation of flowcharts, PowerPoint presentations, and other graphics and reports.
- Coordinates logistics of program related meetings as needed, including reserving meeting space, preparing handouts, setting up food/snacks, etc.
- Assists with schedules, calendars, planning meetings and step-by- action plans.
- Organizes priorities based on deadlines.
- Conducts program related research as assigned.
Client Services
- Coordinates the receipt and distribution of all in-kind donations provided to programs for client use.
- Oversees and/or takes primary responsibility for transporting and storing donations.
- Collaborates with Corporate Gift Office to secure needed in-kind donations for client housing and other service priorities.
- Maintains an inventory of onsite and offsite in-kind donations for clients.
- Ensures that storage items are consistently kept in a neat and orderly fashion.
- Adheres to Caritas ethics and professional boundaries policies as it pertains to in-kind donation issues and needs.
- In collaboration with the Volunteer Coordinator, recruits community volunteers to assist with tasks and/or projects related to in-kind donations for clients.
- Serves as the primary contact for staff requesting donations via the “Household Items for Move-In Checklist.”
- Secures available requested items and notifies staff when to pick up.
Organizational Support Functions
- Works cooperatively with all Caritas departments.
- Engage in appropriate teamwork functions in order to provide a professional work environment and effective service delivery.
- Attend Caritas of Austin all -staff meetings, and other meetings and training sessions as required.
- Develops plan for professional development with supervisor’s approval.
- Treats staff, clients, customers, visitors and the general public with courtesy and respect.
Targeted Community Outreach and Engagement
- A minimum of 10% of time will be spent on developing and maintaining relationships with groups in the local community or elsewhere that can assist with client resources.
- Prepare and conduct presentations about Caritas of Austin services in relation to housing stability program(s) to internal and external audiences.
- Be actively involved in community meetings pertaining to housing and other supportive services in the Austin/Travis area.
Collaboration
- Work with Caritas of Austin’s Landlord Outreach Specialists and community housing programs/landlords to identify and secure safe, affordable housing for clients.
- Build relationships with other service providers to enhance service delivery.
- As appropriate, work collaboratively with Caritas of Austin’s Employment Specialists to link clients to employment. Research and stay informed about other local employment resources.
- As appropriate, work collaboratively with Caritas of Austin’s Education Specialists to link clients to education programs. Research and stay informed about other educational resources.
- Attending program collaboration meetings and training sessions, internally and externally, as requested by the supervisor.
Client Data and Record Keeping
- Manage case data by entering it in a timely manner into Service Point, the database utilized by Caritas of Austin for the Homeless Management Information System (HMIS).
- Regularly prepare and maintain accurate records and reports, following the Caritas of Austin’s Housing Services Department Documentation Guidelines.
Organizational Support Functions
- Work cooperatively with all components of Caritas of Austin services.
- Engage in appropriate teamwork functions to provide a professional work environment and effective service delivery.
- Attend Caritas of Austin staff meetings, Housing Services Department meetings and other meetings and training sessions as required.
Qualifications:
Education
- Required – Bachelor’s Degree from an accredited college or university in the areas of non-profit management, public administration, social work, business, or communications.
- Preferred – Certified Associate in Project Management (CAPM) or other project management certification is highly preferred.
Experience
- Required – Minimum of two (2) years of demonstrated project coordination and oversight.
- Preferred – Experience with project coordination in a non-profit organization setting.
Computer Skills
- Experience with the internet, MS Office, various software, excel spreadsheets, databases, etc.
Other Requirement:
- Must possess or be able to obtain a valid Texas driver’s license within 30 days of employment.
Salary/Benefits:
- Base Salary Range: $48,293 - $62,278
- The final salary offer will be determined in accordance with Caritas of Austin’s salary guidelines, based on the candidate’s education and experience.
- Employer paid health, dental, vision, life, short-term disability, and long-term disability insurance for employees.
- 14 Paid Holidays per year.
- 20 days of accrued PTO in year one with increases up to 31 days per year.
- Retirement plan with employer match.
- Discounted Rates on Gold’s Gym and Legal Shield memberships.
- Mileage Reimbursement.
- Monthly Phone Stipend.
- Monthly Paid Parking for employees who office from Downtown Location.
Application Requirement
Incomplete applications will not be reviewed or considered. To be considered for this position, applicants must submit all of the following:
- A detailed resume outlining relevant experience
- A cover letter tailored to the position
- A list of professional references
- A fully completed application
Applications missing any of these components will be considered incomplete and will not move forward in the review process.
Caritas of Austin is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
