Program Operations Coordinator

Job description

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. About UFIT 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. Key Responsibilities 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. Qualifications At least three years of experience in operations, project coordination, executive support, program administration, or a similar position. Demonstrated experience managing multiple deadlines and assignments without losing track of details. Strong written communication, proofreading, organization, and follow-through. Experience creating or coordinating social media and email marketing content. Proficiency with Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive. Comfortable learning and managing CRM, HR, training, project-management, and automation platforms. Practical experience using AI tools to improve productivity and content development. Ability to identify problems, communicate them promptly, and recommend realistic solutions. Ability to handle employee and business information confidentially. Reliable transportation and availability for scheduled Los Angeles-area meetings or site support. Ability to complete required background and school-site clearance requirements. Preferred Experience Experience supporting youth programs, schools, fitness programs, nonprofits, or service-based organizations. Familiarity with BambooHR, HubSpot or another CRM, learning-management systems, Canva, and social media scheduling platforms. Experience documenting processes and improving administrative workflows. Experience supporting a founder, owner, or small leadership team in a growing organization. Success in This Role Within the first 90 days, the successful candidate will have: Established a reliable system for tracking UFIT’s deadlines, projects, and follow-ups. Organized current program, marketing, and administrative information. Created and maintained a consistent marketing and communications calendar. Improved the accuracy of records across UFIT’s operational platforms. Identified recurring administrative tasks that can be simplified or automated. Demonstrated dependable communication, good judgment, and consistent follow-through. Ideal Candidate You may be a strong fit if you are the person who notices when something is missing, follows up before a deadline is missed, and checks your work before calling it complete. You should be comfortable working independently while respecting approval procedures and role boundaries. UFIT is growing, so we need someone who can bring structure to moving parts—not someone who waits to be reminded of every assignment. This opportunity is best suited for someone seeking a long-term position who is prepared to grow from part-time coordination into a full-time operational role. Application Instructions Please submit your résumé and a brief response answering the following: Describe a system or workflow you created to keep multiple projects and deadlines organized. Which AI, marketing, CRM, HR, or project-management tools have you used directly? Provide one example of a social media or email campaign you helped coordinate. How do you make sure your work is accurate before submitting or publishing it? Are you available approximately 20–25 hours per week, with the interest and future availability to transition into a full-time role? Are you able to attend scheduled meetings in Los Angeles County? UFIT is an equal-opportunity employer. Employment decisions are based on qualifications, performance, organizational needs, and the ability to perform the responsibilities of the position.