Program Administrator
Handles logistics, communications, and scheduling behind the scenes to ensure a smooth experience for both participants and team members.
Why This Role Matters
The Program Administrator ensures that local entrepreneurship programs are well-organized, well-communicated, and successful. This person handles the behind-the-scenes planning and coordination that allows facilitators, speakers, and participants to focus on showing up and doing their best work.
From recruiting participants and scheduling sessions to managing communication and tracking participation, the Program Administrator is the go-to person who keeps everything running smoothly. Whether part of a small team or supporting a broader community effort, this role is essential to delivering a quality program experience for everyone involved.
Key Responsibilities
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Recruit Program Participants
Promote the program and manage the application or registration process to ensure a strong, committed group. -
Coordinate Guest Speakers & Sessions
Schedule facilitators, guest speakers, and other contributors. Communicate schedules and expectations clearly to everyone involved. -
Manage Materials & Supplies
Order or distribute participant kits and ensure all physical or digital resources are delivered correctly and on time. -
Support Facilitators and Participants
Serve as the main point of contact during the program for general support, troubleshooting, and logistics. -
Oversee Communication
Send timely reminders and updates to participants and facilitators, covering session logistics, special events, celebrations, or meeting changes. -
Track Attendance & Outcomes
Maintain accurate attendance records, coordinate participant surveys or feedback, and gather basic data such as names, contact info, and graduation status. -
Keep the Program on Track
Help ensure sessions start on time, necessary info is shared, and the overall flow of the program stays on schedule.
Ideal Qualifications
- Organized, detail-oriented, and able to manage multiple moving parts
- Strong communicator who enjoys working with people and solving problems
- Comfortable with email, scheduling tools, spreadsheets, and basic data tracking
- Passionate about helping entrepreneurs and small businesses thrive
- Community-minded and able to connect participants to local resources or opportunities
- Experience coordinating events, workshops, or community programs is helpful (but not required)