Program Coordinator - Onsite Workshops

The Program Coordinator is responsible for all the logistical and administrative aspects of program organization. This position may also be responsible for the coordination of all resource materials, general office tasks, preparing for programs and site preparation. The Program Coordinator will work closely with the Programming team, as well as the Admissions and Clinical teams to meet the needs of participants and the marketplace.

ESSENTIAL RESPONSIBILITIES (Program Support):

• Serve as point of contact for all clients and guides; Provide support for clients/respond to clients needs throughout the program weeks; Act as host for any adjuncts assisting with the programs
• Provide real-time coordination of program schedule with other departments
• Responsible for program set up including, but not limited to, preparing group rooms, staff room and carriage house (including stocking cubbies and supplying handouts), all pre-program prep work including auto texting, inc.
• Maintain the safety of the community in poor weather or the event of an emergency
• Assist with mobility support for clients or guides on campus
• Coordinate any emergency medical coordination as necessary as well as any necessary OTC medication distribution
• Communicate online intensive information including links needed, supervision information, and client needs. Also serve as Host/Hostess for Online Intensive
• Provide A/V support in Oak and Maple Rooms as needed
• Organize and set up evening activities; Facilitate evening activities when needed
• Perform organizational post program duties including, but not limited to, scan participant paperwork (hard copies) into server, re-filing participant paperwork and disposing of correctly, scanning aftercare plans for Clinical Coordinator; replenish staff material after program end; aftercare for programs; update resource paperwork as needed
• Assist the Program Manager and Clinical Supervisors with administrative and logistics needs of programs

ESSENTIAL RESPONSIBILITIES (Resource Coordination):

• Prepare all materials and setup for workshops; prepare all staff materials for workshops, including, but not limited to, informational lists, schedules, nametags, handouts and paperwork charts, props (supplies)
• Provide any requested materials and/or material locations to Guides and Program Supervisors as requested on weekdays
• Monitor necessary campus upgrades for professional communication and storage standards
• Assist in the program provisions needed at Onsite at The Oaks
• Responsible for all program packets and materials for workshops and Milestones Family Weekend, including providing schedules and evaluations; responsible for making copies of schedules per each program for all aspects: participants, staff, those hanging up in buildings, etc.
• Distribute keys to participant totes and restock keys upon return
• Enter information into database as needed
• Carry client/guest luggage as needed
• Order backpacks, water bottles, binders and any resource supplies
• Manage props and program stock room with adequate supplies while keeping it physically accessible to staff; Process all program supply shipments within 48 hours

ESSENTIAL RESPONSIBILITIES (Internal Logistics):

• Maintain daily client census/records; coordinate facility and meal needs with food service; coordinate facility and room needs with Milestones and hospitality teams; coordinate and schedule program adjuncts and guides and supervisors; coordinate Night Supervisors’ schedule for program coverage; coordinate guide travel
• Schedule and facilitate pre and post logistical meetings; meet with Program Supervisor on front end of each program to prep for program needs; collaborate with Resource, Admission and Program Coordinators to ensure all program needs are being met
• Prepare lists for each program, including but not limited to balance dues, group, allergy, emergency, room and transportation lists for each program
• Create and organize room list for programs and intensives; create program and intensive schedules
• Organize and coordinate special requests from guides and participants in conjunction with Program Manager and Admissions, including client staying for multiple programs (i.e. Phone privileges, room needs, travel, etc.); coordinate all participant cancellations and transfers in conjunction with Admissions; establish relationships with Onsite Guides
• Organize and maintain client and program files for upcoming programs until database implementation is complete; maintain database records
• Create Program session for clients in the appropriate software platform