Program Coordinator

Organization: Friendship Circle of Miami

Reports To: Program Director

Friendship Circle of Miami is dedicated to enriching the lives of children, teens, and adults with special needs through friendship, inclusion, and meaningful community engagement. Through innovative programs, volunteerism, and lifelong relationships, we create opportunities for individuals of all abilities to learn, grow, and thrive.

As part of the Friendship Campus
, Friendship Circle of Miami collaborates with Chabad of Kendall & Pinecrest and Mitzvah Kitchen to build a vibrant, inclusive community centered on connection, service, and belonging.

The Program Department Coordinator serves as a central administrative and organizational resource for Friendship Circle of Miami’s Program Department. Working closely with the Program Director, this position helps ensure that department schedules, records, communications, data, program logistics, and administrative systems remain organized, accurate, and on track.

The ideal candidate is exceptionally organized, detail-oriented, proactive, and comfortable managing multiple priorities s role helps create and maintain the systems that allow the Program Department to operate efficiently while supporting programs that serve individuals with special needs and their families.

The Program Department Coordinator will work regularly with databases, spreadsheets, registration systems, and other digital platforms to maintain accurate information, generate reports, track departmental activity, and provide the Program Director with the information needed for planning and decision‑making.

• Work directly with the Program Director to support the day-to-day organization and administration of the Program Department.
• Maintain departmental calendars, schedules, deadlines, program information, and organizational tracking systems.
• Track departmental tasks, projects, deliverables, and follow-up items to ensure deadlines are met.
• Assist the Program Director with department-wide initiatives, special projects, meetings, and planning.
• Prepare agendas, reports, presentations, meeting materials, and other documentation as needed.
• Maintain organized digital files, records, templates, and shared departmental resources.
• Help establish and maintain consistent administrative processes across programs.
• Proactively communicate upcoming deadlines, outstanding tasks, and areas requiring attention.

• Support the planning, preparation, and execution of Friendship Circle programs, events, orientations, and community activities.
• Coordinate program logistics including schedules, rosters, materials, room needs, supplies, and other operational details.
• Assist with family inquiries, intakes, registrations, and appropriate follow-up.
• Help ensure program staff have accurate and up-to-date information prior to programs and events.
• Provide administrative and hands‑on support during programs and events as needed.
• Assist with communication and coordination among families, volunteers, staff, and community partners.

• Maintain accurate participant, family, volunteer, enrollment, attendance, and program information within Friendship Circle databases and tracking systems.
• Enter, update, review, and organize information to maintain strong data integrity.
• Generate regular and requested reports related to enrollment, attendance, participation, volunteer engagement, program utilization, and other departmental metrics.
• Compile and organize data for program evaluation, planning, grant reporting, leadership updates, and decision‑making.
• Assist in identifying trends, gaps, inconsistencies, or missing information within departmental data.
• Maintain spreadsheets, trackers, and reporting tools used by the Program Department.
• Work with the appropriate technology staff when system troubleshooting, integrations, or technical support are required.
• Assist with departmental administrative responsibilities, including purchasing records, invoices, receipts, and expense tracking.
• Support the Program Director with budget…