Program Coordinator

Full-Time Non-exempt
Date Posted: 11/28/2023

Under the direction of the Program Manager, Scholarship Operations, the Program Coordinator supports a team of educational advisers by implementing and monitoring student services identified in each Scholar’s Individualized Learning Plan (ILP).



ILP Development, Support, and Monitoring:

  • Supports educational advisers with ILP vendor processes to include establishing contact with vendors, coordinating payments, requesting W-9s, collecting invoices, and maintaining contracts.
  • Accurately maintains the Young Scholars Program ILP database for approximately 130 Young Scholars; monitors annual ILP budgets, facilitates and tracks ongoing budget adjustments, and compiles data into spreadsheets and reports as needed.
  • Serves as first reviewer on assigned Scholar ILP budgets, ensuring that line items are correctly designated and there are no mathematical errors.
  • Performs quarterly reconciliation of Scholar ILP budgets, working with educational advisers to maintain accurate numbers.
  • Collaborates with fellow Program Coordinator to prepare quarterly budget reports and present information at departmental meetings.
  • Runs requested reports for the Program Managers and Directors for the purposes of accurate budgeting, forecasting, and reporting.
  • Collects relevant data and updates the ILP Budget Guidelines on an annual basis. Assembles and distributes annual ILP letter mailing.
  • Orders ILP items for assigned Scholars and confirms receipt of technology items.
  • Maintains and handles invoicing for travel and procurement cards and for individual internet and cell phone accounts for the Young Scholars department.
  • Serves as liaison between educational advisers, Foundation accounting Staff, and vendors to resolve vendor-related billing issues.


Scholar Travel, Events, and Programs:

  • Partners with Community Program Manager to maintain contact with select summer programs, negotiates rates for Young Scholars to attend partnership programs, and maintains accurate records for educational advisers regarding application details and program costs.
  • Arranges travel itineraries for summer programs, boarding school, and college visits.
  • Actively participates in and provides administrative support during summer events.
  • Processes the contract and coordinates logistics for Scholar participation in the test prep program.



  • Actively participates in Foundation meetings and works collaboratively with others to complete projects and goals.
  • Special projects and other duties as assigned.



  • Minimum of a bachelor’s degree or equivalent experience.
  • Minimum of two years’ experience in a customer service or support role, with substantial independent responsibility.
  • A demonstrated commitment to supporting and enhancing diversity, equity, and inclusion.
  • Previous experience in accounting or working with budgets preferred.
  • Ability to work effectively with individuals and diverse groups toward accomplishment of shared goals. Strong interpersonal skills.
  • Excellent knowledge of Microsoft Office Excel (experience with pivot tables a plus).
  • Strong writing, presentation, and communication skills.
  • Ability to work independently and simultaneously on multiple projects within close, overlapping and/or conflicting deadlines.
  • Must be flexible team player, be detail oriented, and have excellent organizational skills.
  • The Foundation follows a 35-hour work week schedule for full-time positions. This position may require occasional additional hours during busy times and/or to meet deadlines, and any additional hours will be paid in accordance with Foundation policy and federal and state law.
  • This position will require occasional evening and weekend hours for scholarship events.


To apply, submit a resume and cover letter through the Jack Kent Cooke Foundation Career Center. E-Verify employer. No phone calls please.