Community Programs Senior Coordinator

JOB OVERVIEW The Community Programs Senior Coordinator independently coordinates Miracles for Kids' community program events and serves as the day-to-day lead for program procurement, vendor relations, and in-kind donation logistics, while supporting the case management team at Miracle Manor. Working under the direction of the Community Programs Director, you will manage events from planning through follow-up; run competitive procurement for program and event purchases and recommend vendors for approval; track program and event spending against approved budgets; partner with the development team to solicit and manage in-kind donations; lead and train event volunteers; and help case managers with scheduling, resource referrals, intake, and case note organization. The role is hands-on, including moving donations and setting up events, while also staying in contact with program families, and serving as a go-to resource for program operations across the team.

KEY RESPONSIBILITIES

Event Coordination and Logistics Independently plan, coordinate, and execute program events including Basket of Miracles (Boost Program), Surf & Paddle Summer Camp (Balance Program), Boo Fest, and other community program events throughout the year. Lead event timelines, volunteers, vendors, supplies, and day-of logistics, serving as the primary on-site lead at events. Set up and tear down events, including tables, tents, decorations, signage, and supplies. Assist in communicating with program families about event details, registration, and follow-up. Track event data, including attendance, participation, and outcomes, and prepare reports, including budget-to-actual and cost-per-participant summaries, to support program, board, and grant reporting. Receive, unload, sort, pack, and track donation inventory for events and programs. Drive the company transit van to load, transport, and deliver event materials and donations. Develop and maintain event planning tools, including timelines, checklists, run-of-show documents, and post-event debriefs, and recommend process improvements to the Community Programs Director.

Procurement, Budget, and Vendor Relations Manage competitive procurement for program and event purchases in line with Miracles for Kids' procurement policy, including obtaining the required number of quotes or bids, preparing side-by-side comparisons, and recommending vendors to the Community Programs Director for approval. Maintain complete procurement records (quotes, selection rationale, approvals, contracts, and invoices) to support audits and grant compliance, including purchases funded by restricted or government grants. Track program and event expenses against approved budgets, flag variances to the Community Programs Director, and help prepare annual program and event budgets. Prepare purchase requests, verify deliveries and invoices against orders, code expenses to the correct program and funding source, and submit them to Finance on time**.** Serve as the day-to-day point of contact for program vendors and community partners (venues, rentals, caterers, transportation, camp partners), handling scheduling, confirmations, certificates of insurance, and performance follow-up.

In-Kind Donation Solicitation and Management Partner with the development team to identify and solicit in-kind donations of goods and services for families, programs, and events, including donation drives and requests to businesses and community partners. Coordinate in-kind donor drop-offs and pickups, and serve as the program contact for in-kind donors on logistics. Log and value in-kind gifts according to Miracles for Kids procedures, and provide documentation to Development and Finance for donor acknowledgments and financial reporting . Track the distribution of donated items to families, and report on in-kind use and impact for donor stewardship and grant reporting Case Management Support (Safe Haven). Assist Case Manager with family meetings. Research and share community resources for families. Complete initial intake of applications and confirm required documentation. Organize and maintain accurate, confidential case notes and family files.

General Represent Miracles for Kids professionally with families, donors, volunteers, and community partners. Recruit, train, and direct event volunteers and interns, and serve as a resource to other staff on program event, procurement, and in-kind donation procedures. Maintain confidentiality of family and medical information. Perform other duties as assigned.

QUALIFICATIONS Required Bachelor's degree in a related field (e.g., communications, nonprofit management, hospitality, event management, or similar). At least 3 years of experience in event planning, program coordination, or a related field, including independently managing events from planning through execution**.** Valid driver's license and the ability to safely drive a company transit or passenger van. Proficiency in Excel, including budget and expense tracking, bid comparisons, and organizing and reporting data. Experience managing vendors or contractors and tracking expenses against a budget. Strong organizational skills and attention to detail. Strong interpersonal and customer service skills, with sensitivity when working with families in crisis. Ability to manage multiple tasks and deadlines**.** Quick learner with a go-getter attitude and the initiative to take ownership of tasks. Flexibility to work occasional evenings and weekends for events.

Preferred Bilingual (English/Spanish). Experience in a nonprofit or social services setting. Experience with competitive bidding or purchasing in a nonprofit or grant-funded setting, including familiarity with federal procurement standards and cost principles (2 CFR 200). Experience soliciting in-kind donations or working with corporate and community partners.

PHYSICAL REQUIREMENTS This role is physically demanding. With or without reasonable accommodation, the coordinator must be able to: Regularly lift, carry, push, and pull donation boxes, event supplies, and equipment weighing up to 25 lbs. Spend extended periods standing, walking, bending, kneeling, and climbing during event setup, teardown, and donation handling. Work outdoors in varying weather conditions at events such as Surf & Paddle Summer Camp. Load and unload vehicles and drive the company transit van to pick up or deliver donations and supplies.

Pay: $30.00 - $35.00 per hour

Expected hours: 33.0 – 37.0 per week

Benefits:

• 403(b)
• 403(b) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Preferred)

Experience:

• nonprofit: 2 years (Preferred)
• Events management: 2 years (Preferred)

Language:

• Spanish (Preferred)

Location:

• Irvine, CA 92614 (Preferred)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Irvine, CA 92614 (Required)

Work Location: In person