Welcome to The Guided Tour For Program Coordinators

How to Serve as a Program Coordinator? This guided tour provides you with an overview of the role and the key responsibilities of a Program Coordinator of a non profit board. Inside you will find a brief description of the job, the key responsibilities and some of the benefits of serving as a Program Coordinator.

Organize, plan, and close out ongoing program meetings. Responsibility # 1 Report to the board. Responsibility # 2 Organize a program committee. Responsibility # 3 Set up an annual plan and budget. Responsibility # 4 The next slides provide details about each responsibility. Each chapter has its own expectations and its own priorities What Do Program Coordinators Do?

Organize, plan, and close out ongoing program meetings. Responsibility # 1 How do you organize and plan meetings? ▶ Coordinate selection of a topic and invite a speaker ▶ Prepare publicity about the meeting ▶ Plan meeting logistics ▶ Arrange for food and audio visual needs How do you close out a meeting? ▶ Send thank you notes ▶ Evaluate the effectiveness of the program Of Program Coordinators Key Responsibilities:

Report to the board. Responsibility # 2 Of Program Coordinators Key Responsibilities: In addition to the other responsibilities, the volunteer program coordinator needs to keep the board informed about the programs. What does this entail? ▶ Present reports at the Board meetings What do the reports typically cover? ▶ Status of plans for upcoming meetings ▶ Report on the response to the most recent meeting ▶ Overall status of the program committee budget

Organize a program committee. Responsibility # 3 Of Program Coordinators Key Responsibilities: It is important to choose a program committee of at least three to five members for better organization and task distribution. Why do you need to create a program committee? ▶ Distributes the work ▶ Ensures a variety of views are represented ▶ Prepares future program managers What does this entail? ▶ Decide who should be on the program committee ▶ Recruit volunteers

Set up an annual plan and budget. Of Program Coordinators Key Responsibilities: Once expectations and priorities have been established and the Program Committee has the required resources, the volunteer who manages programs and events needs to establish a plan for the year. What does the plan include? ▶ An annual calendar, which includes the dates, topics, and speakers for each program meeting ▶ An annual program budget, which includes: ▶ Expenses ▶ Meeting room rental fees ▶ Food costs ▶ Speaker gifts ▶ Administrative expenses ▶ Income ▶ Meeting fees ▶ Sponsorships ▶ Chapter Treasury Responsibility # 4

Is this the right position for you? In summary, the program coordinator is responsible for planning programs and events, particularly for educational and social events for an organization. You would need to be ready to commit to the following responsibilities.  Set a yearly budget  Plan and chair meetings  Close out meetings  Report to the board

Acknowledgements Prepared by Lila Azouz Many Thanks to Prof. Saul Carliner 2011