Program Operations Coordinator

Program Operations Coordinator

Growth Opportunity:
This position is intended to grow into a full-time role as UFIT's programs and operational needs expand. The timing of the transition will be based on organizational growth, workload, and the coordinator's demonstrated performance and reliability.

UFIT provides structured sports, physical education, and youth development programs for schools and community partners throughout Los Angeles County. Our programs combine physical activity, skill development, social-emotional learning, and exposure to college and career pathways through sports.

We are seeking an organized, resourceful Program Operations Coordinator who can keep our programs, communications, marketing, and internal systems moving forward. This is a hands-on coordination role for someone who follows through, catches details, uses technology confidently, and does not need constant supervision.

Position Overview

The Program Operations Coordinator will support the Founder and work closely with UFIT's recruitment and field leadership team. This person will coordinate operational tasks, maintain accurate systems and records, manage administrative follow-up, and ensure UFIT's marketing communications are consistently prepared and published.

This role will begin part-time and is expected to develop into a full-time position as UFIT expands. We are looking for someone who wants to grow with the organization, take on greater responsibility over time, and help build the operational structure needed to support that growth.

The right candidate knows how to use AI and automation to work efficiently—but also understands that technology does not replace accuracy, judgment, quality control, or personal accountability.

Program Operations

• Maintain program calendars, deadlines, school information, staffing records, and operational trackers.
• Coordinate administrative details for new and existing school programs.
• Prepare and organize program documents, quotes, schedules, reports, and internal communications.
• Track assignments, approvals, missing information, and follow-up items through completion.
• Support communication between UFIT administration, school partners, coaches, and program leadership.
• Review documents and systems for accuracy before information is distributed.
• Provide the Founder with clear updates on completed work, pending decisions, and potential problems.

Marketing and Communications

• Maintain UFIT's social media, email marketing, and outreach calendar.
• Use AI-supported tools to create first drafts of emails, graphics, captions, flyers, and campaign content.
• Schedule approved social media posts and email campaigns consistently.
• Adapt UFIT's messaging for schools, families, coaches, community partners, and prospective clients.
• Monitor basic campaign results, including opens, clicks, responses, and engagement.
• Keep marketing materials current, professional, and aligned with UFIT's brand.
• Maintain organized folders containing approved graphics, videos, templates, and campaign materials.

Systems and Administrative Coordination

• Maintain accurate information across Google Workspace, BambooHR, the training platform, CRM/email marketing tools, and other UFIT systems.
• Support employee onboarding documentation and ensure required information is entered correctly.
• Verify that automated forms, emails, workflows, and integrations are functioning as intended.
• Identify duplicate, outdated, missing, or incorrectly filed information.
• Coordinate software issues with the appropriate vendor or developer and track them until resolved.
• Research practical AI tools and automations that can reduce repetitive administrative work.
• Create and maintain straightforward procedures for recurring operational tasks.

What This Position Is Not

This position is not responsible for recruiting coaches, directly training the coaching staff, supervising daily school-site performance, developing software, or independently changing UFIT policies. The coordinator supports these functions by keeping the information, systems, communications, and follow-up organized.

• At least three years of experience in operations, project…