Program Associate

The following statements are intended to describe the general nature and level of work to be performed by individuals assigned to this position.

They are not intended as a comprehensive list of all responsibilities, duties, and skills required of personnel so classified:

We are excited to offer an opportunity for the role of Program Associate.

The Program Associate exercises independent judgment and discretion on matters of significance related to program administration, operational coordination, data management, and organizational effectiveness, and performs work directly related to the management and general business operations of the organization.

The Program Associate is responsible for managing, coordinating, and improving administrative and operational processes associated with the programming and operations team, exercising independent judgment within established guidelines and under the oversight of program leadership.

The Program Associate will handle sensitive information and need to maintain the highest level of confidentiality.

The ideal candidate will have office experience, a creative and stylish spark, and an understanding of barriers our youth are facing.

They will be proactive, results driven, and possess a sense of urgency and commitment to detail.

• Independently manage and exercise judgement over the end-to-end process for family emergency support requests, including evaluating requests against established criteria, determining appropriate next steps, and coordinating with follow-up, while collaborating with the Family Engagement Specialist, who serves as the final decision maker.
• Oversee Program staff documents and publications (brochures, permission forms) and uniform requests (t-shirts, jackets).
• Provides comprehensive Program data support by independently managing, analyzing, interpreting, and reporting data, while maintaining youth enrollment paperwork, entering and updating information in STATS and PIERS, and managing school access documentation.
• Community Stakeholders: develop and maintain relationships with community stakeholders to foster ongoing partnership and support.
• Manage the entire process of program meetings, including determining meeting needs, preparation of all required materials, scheduling, setup, breakdown, and post-meeting follow-up to ensure operational effectiveness.
• Arrange new Friend onboarding supplies and administrative preparation.
• Coordinate Program team and school selection team meetings: scheduling, materials preparation, setup and breakdown, and any necessary refreshments.
• Support and maintain relationships with area school districts and partner organizations related to data access, coordination, and compliance requirements, exercising judgment within established guidelines and under the oversight of program leadership.
• Manage and track the receipt and distribution of gift card donations.
• Plan and execute family engagement events in collaboration with Family Engagement Specialist, making independent logistical and coordination decisions under Senior Program Manager supervision.
• Support on and offsite programming events, camps, and special activities.
• Maintain Friends media folders and aliases.
• Handle the logistics of program-specific supplies and gift drives.
• Work with the Development team to manage donations for youth.
• Work with the Literacy Project Manager to maintain the Friends Austin library system.
• Develop seasonal crafts and activities for youth.
• Replenish clubhouse snacks and supplies.
• Evaluate administrative and operational workflows of the Program team and recommend process improvements to enhance efficiency, compliance, and program effectiveness.
• Exercise judgment in reviewing and preparing documentation that supports grant reporting, ensuring data integrity, compliance with funder expectations, and appropriate follow-up with internal stakeholders.

• Spanish fluency preferred.
• Ability to work with staff members, children, and other stakeholders from diverse backgrounds.
• Strong data entry, reporting, and data accuracy skills.
• Excellent MS Office skills, including ability to produce professional correspondence.
• Outstanding organizational and time management skills.
• Ability to plan and implement multiple projects concurrently.
• Strong interpersonal and verbal communication skills.
• Demonstrated creativity and innovation, consistently producing high-quality work.
• Reliable transportation.
• Ability to lift 20 lbs.
• Ability to work primarily in our office.

• Associate or bachelor’s degree preferred (or 4 years of equivalent administrative support experience in lieu of education).
• Three years of administrative support experience (non-profit experience a plus).
• Previous experience managing data entry and reporting with a high level of accuracy and attention to detail.
• Previous event planning experience preferred.
• Office management experience preferred.

Friends of the Children Austin is an Equal Opportunity Employer, committed to addressing discriminatory practices.

The equal employment opportunity policy of Friends of the Children Austin provides fair and equal opportunities for all employees and job applicants.

Friends of the Children Austin hires and promotes individuals solely on the basis of their qualifications for the job to be filled.

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