Program Coordinator
The Program Coordinator is responsible for overseeing the day-to-day execution of tutoring, enrichment, and mentorship programs. A key priority of this role is tracking the progress of 1:1 students in tutoring and mentorship programs and ensuring that data collection, session quality, and communication between stakeholders are seamless and aligned with Planting Seeds' standards.
This role serves as the central point of coordination between mentors, instructors, school or site partners, and internal leadership.
Key Responsibilities
Program Coordination & Operations
Oversee scheduling, implementation, and troubleshooting for assigned programs
Serve as the primary liaison between instructors/mentors and partner sites
Support staff onboarding, training, and communication
Coordinate coverage and logistics for both group and 1:1 services
Student Progress Monitoring (1:1 Focus)
Maintain real-time tracking of all 1:1 students receiving tutoring or mentorship
Ensure completion of progress reports, pre/post assessments, and feedback logs
Review session notes weekly to identify red flags, successes, or gaps in service
Communicate progress updates to school or organizational partners as required
Assist with creating action plans or adjustments based on student performance data
Data Management & Reporting
Maintain centralized records of attendance, session logs, assessments, and communication
Prepare regular reports for leadership, school partners, and grant funders
Assist with data entry and exporting from systems such as Google Sheets, Airtable, or Notion
Stakeholder Communication
Maintain regular, proactive communication with school/site liaisons and staff
Respond to inquiries and support needs from instructors or mentors promptly
Schedule periodic check-ins or quality assurance meetings with stakeholders
Administrative Support
Assist with time tracking, invoicing support, and payroll coordination
Organize digital files and ensure program documentation is complete and accessible
Participate in weekly internal operations or planning meetings
Program Coordination – Ability to manage schedules, logistics, and day-to-day operations across multiple sites or programs
Student Progress Tracking – Experience monitoring academic or mentorship outcomes, especially for 1:1 services, using tools like Google Sheets or Airtable
Strong Communication – Clear, professional written and verbal communication with staff, mentors, school partners, and families
Data Management & Reporting – Skilled in collecting, organizing, and reporting on student progress, attendance, and outcomes
Tech Proficiency – Comfortable using Google Workspace, project management tools (e.g., Notion, Trello), and basic virtual meeting platforms
Problem-Solving & Initiative – Proactive in resolving issues, managing changing priorities, and improving systems
Team Collaboration – Works well independently and as part of a team, with a service-oriented mindset
Detail-Oriented & Organized – Able to manage multiple tasks, deadlines, and communications without oversight
Education/Youth Services Background – Familiarity with K–12 systems, tutoring, mentorship, or student support preferred
