Program Coordinator

FIRST Chesapeake is dedicated to providing transformative STEM opportunities for young people, ensuring accessibility and innovation in education. The Program Coordinator plays a vital role in supporting day-to-day operations, managing logistics, and assisting in program delivery across various FIRST initiatives. Responsibilities - Serve as the primary operational contact for team registration, event selection, placement, and logistics across all FIRST programs - 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 - 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 - 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 - 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 - 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 Skills - 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 - Familiarity with FIRST programs (FTC, FRC, FLL) or other STEM competition environments - Experience with Canva or similar design platforms and AI productivity tools - Web development experience in platforms like WIX - Background in volunteer coordination, event logistics, or nonprofit operations Benefits - Universal Time Off (UTO): No accrual caps or limited buckets—take time when you need it for vacation, illness, mental health, caregiving, or personal responsibilities, with supervisor approval. - Summer and Winter Recess: Paid office closures for rest and recharge. - Paid Holidays: New Year’s Day, Memorial Day, Labor Day, Thanksgiving & the day after. - Paid Leave for: Bereavement; Jury duty and court appearances; Voting; Election Day poll work; Volunteer service - Medical insurance for employees working 30+ hours per week. - Employer-supported 401(k) retirement plan available to eligible employees. - Budget for professional development, including conferences, training, and memberships—co-created with your supervisor. - Supportive learning culture with opportunities to grow your skill set and responsibilities over time. - Hybrid schedule with remote work as the default and in-person event support as needed. - Trust-based work culture grounded in flexibility, balance, and mutual accountability. Company Overview - FIRST Chesapeake is a non-profit organization that offers STEM-based leadership programs for students in both middle and high schools. It was founded in 1999, and is headquartered in Richmond, Virginia, USA, with a workforce of 2-10 employees. Its website is https://www.firstchesapeake.org.