Program Coordinator

Job Title: Programs Coordinator (Part-Time)
Schedule: 20 hours per week, Monday – Friday, between the hours of 8:00 a.m. – 4:30 p.m.
Location: Hybrid / Allegheny County (Must Reside in Allegheny County)
Pay Range: $21.68 - $26.44
Reports to: Partnerships Manager

Who We Are - Allegheny Partners for Out of School Time (APOST) is a convener, connector and collaborator with Out of School Time (OST) providers focusing on school-aged youth in Allegheny County.

Who We’re Looking For
APOST is seeking a highly motivated, detail-oriented Programs Coordinator to manage the logistics for professional development workshops and events that support out-of-school time (OST) providers in Allegheny County. The Programs Coordinator will play a key role in coordinating the day-to-day logistics of APOST partnership activities related to educational programs, events, and the Quality Campaign.

What You’ll Do
Support Implementation of APOST’s Weikart Workshops & Other Events:

• Coordinate logistics for all professional development sessions and events, including scheduling, room reservations, facilitator availability, and catering.
• Serve as the on-site point person at events—setting up the space, staffing the check-in table, managing supplies, and assisting with clean-up.
• Handle post-event tasks and follow-ups, including issuing participant certificates and collecting evaluation data.
• Create registration forms and manage attendee reminder emails for webinars and workshops.
• Monitor and manage registration, including checking for accommodation requests and following up with organizations to ensure registration.
• Communicate with attendees by writing and sending registration confirmations, event reminder messages, and follow-ups.
• Provide workshop facilitators with registration lists and day-of logistics.
• Submit financial documentation related to events for approval.
• Maintain event supplies inventory and order additional supplies as needed.

Support implementation of the Quality Campaign:

• Coordinate logistics for Quality Campaign activities.
• Manage application processes for annual Quality Campaign cohorts.
• Facilitate check-in calls with cohort members at specific intervals.
• Participate in planning calls for Quality Campaign-related workshops, webinars, and events.

What You’ll Need / Role Requirements

• Bachelor’s degree in related field or equivalent experience required.
• Minimum of 5 years of experience in education or youth development programs required, experience with out-of-school time programming is strongly preferred.
• Proven experience managing complex projects involving strong attention to detail.
• Strong understanding and previous experience with youth development principles and best practices in OST settings is preferred.
• Technologically proficient and able to learn new systems.
• Passion for the value of out-of-school time programs and the benefits they provide to young people and the community.
• Able to work in a collaborative, mission-driven, and team-oriented environment.

Clearances Required
Candidates must either hold or obtain the following clearances within one year of hire:

• PA Child Abuse History Clearance (Act 151)
• PA State Police Criminal Record Clearance (Act 114)
• FBI Criminal Background Check

Work Environment & Physical Requirements

• This role requires the ability to work remotely and attend in-person meetings/events throughout Allegheny County. Frequent local travel is required up to 50% of the time.
• Must have a valid driver’s license and reliable transportation.
• Ability to lift and carry up to 30 pounds (e.g., event materials or supplies).
• Must be able to sit, stand, walk, hear, speak, and perform light physical tasks.
• Proficient in operating standard office and computer equipment.

Benefits

• Competitive pay
• Paid time off and company holidays
• Retirement plan
• Remote/ hybrid work schedule
• Cell phone reimbursement

APOST 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. APOST is committed to the full inclusion of all qualified individuals. Please contact our HR Partner at [email protected] if a reasonable accommodation is required to fully participate in the job application or interview process.