Program Coordinator

Overview

The Program Coordinator serves as the operational backbone of the FIRST Chesapeake programs team, ensuring that day-to-day logistics, data systems, and team-facing processes run smoothly across all FIRST programs. This role works in close collaboration with the Senior Program Manager and Program Manager, providing cross-program operational support.

This is an entry level role for someone who is highly organized, detail-oriented, mission-aligned, and eager to build deep knowledge of FIRST program delivery. High-performing coordinators who demonstrate operational ownership and cross-program fluency will be well-positioned to advance to Program Manager over time.

About FIRST Chesapeake

FIRST Chesapeake exists to ensure that all young people, regardless of background, have access to transformative STEM opportunities that prepares them for the future. We believe that building an accessible, innovation-driven workforce starts with investing in hands-on STEM programs that develop technical skills, leadership, and confidence.

Our team collaborates with schools, mentors, volunteers, and industry partners across Virginia, Maryland, and DC to bring the excitement of competitive robotics to thousands of students each year. Through cross-sector collaboration and mission-aligned innovation, we're building a stronger, more connected future-one student at a time.

Primary Responsibilities

Team Registration & Operations

Serve as the primary operational contact for team registration, event selection, placement, and logistics across all FIRST programs.

Responsibilities include:

* Manage team registration workflows, qualifier selection, and placement for programs

* Serve as first-line support for coaches and mentors navigating registration platforms, escalating complex issues to the appropriate program lead

* Track grant and stipend records in coordination with the operations function

* Maintain accurate, up-to-date records across all internal systems and databases

* Coordinate season launch event logistics, including communications, volunteer coordination, and on-site support

Event Support & Logistics

Provide hands-on operational support for FIRST Chesapeake events throughout the season, including:

* Attend events as assigned to manage logistics, troubleshoot on-site issues, and complete post-event reports

* Support the coordination of Championship event tasks including Student Ambassador (SA) program support, Pass the Torch, Alumni engagement, and volunteer recognition

* Lead freight and materials management for Worlds, including inventory tracking, packing coordination, and shipping logistics

* Build in preparation time for pre-event communications and post-event debriefs

Data Tracking & Reporting

Own the collection, organization, and maintenance of program data to support operations and mission impact:

* Collect and maintain team participation, pre-season and post season impacts, and demographic data across all FIRST programs

* In conjunction with Sr. Program Manager, prepare data summaries and reports for internal use, grant reporting, and impact storytelling as directed

* Support the Sr. Program Manager and Program Manager with data needs specific to their functional areas

* Ensure data integrity across all tracking systems and shared documentation

Administrative & Cross-Team Support

Provide operational and administrative support to the Sr. Program Manager and Program Manager to keep seasonal workflows on track:

* Maintain shared calendars, task trackers, and documentation systems

* Draft newsletters, team updates, and event communications as assigned

* Coordinate FIRST Leadership logistics, including nomination tracking, communications with coaches, and submission coordination

* Monitor and respond to stakeholder inquiries with high responsiveness and integrity

Professional & Operational Development

* Participate in cross-training across all FIRST programs to build organizational breadth

* Engage in professional development opportunities as identified by the Vice President

* Contribute to process improvement as operational patterns and opportunities emerge

* All other tasks as assigned by the Sr. Program Manager

* Qualifications

Required

* Relevant experience in program coordination, youth development, education, or a related field

* Strong time-management and organizational skills with the ability to manage multiple priorities and meet deadlines

* Excellent written and verbal communication skills across email, phone, and in-person settings

* Proficiency with Google Workspace (Docs, Sheets, Calendar, Slides) and Slack

* Comfortable working independently and collaboratively in a remote environment

* Flexible and dependable, with willingness to support evening or weekend events during peak competition season

* Passionate about expanding access to STEM education and empowering youth through hands-on learning

* Desired

* Familiarity with FIRST programs (FTC, FRC, FLL) or other STEM competition environments

* Experience with Canva or similar design platforms and…