Program Administrator

Program Administrator

Position Overview

The Program Administrator supports CWP’s mission by coordinating client furniture requests and deliveries, maintaining efficient warehouse operations, managing volunteers, overseeing donation intake, and assisting with social media and community outreach. This role requires consistent on-site presence, strong coordination skills, and hands-on warehouse support.

Client Services & Delivery Coordination

· Review and complete Furniture Request forms with clients by phone.

· Select, tag, and stage furniture and housewares for each client.

· Schedule deliveries using movers and other available resources.

· Meet movers at the warehouse, supervise loading, and ensure correct items are delivered.

· Track weekly deliveries and send a weekly report to the Executive Director and/or Treasurer.

· Maintain the client list on the Shared Drive and collect demographic data to measure program impact.

Warehouse Operations (West Chester & Downingtown)

· Maintain an on-site schedule of Monday–Friday, 9:00 a.m.–1:00 p.m. (except designated holidays).

· Meet donors at the warehouse as needed.

· Communicate with the Executive Director regarding inventory needs and excess items.

· Maintain safe, clean, and organized warehouse spaces, including:

· Removing trash and cardboard as needed

· Vacuuming warehouse floors and keeping walkways clear

· Keeping the loading dock clean and ensuring trash is in designated areas

· Placing donations in appropriate storage areas

· Share responsibilities for Monthly Drop Off Day (currently third Saturday of each month) as scheduled with the Executive Director.

· Share phone coverage with the Executive Director and respond to emails sent to the general mailbox.

· Prepare weekly draft invoices for the moving company and submit final invoices to the Board Treasurer for payment.

Volunteer Recruitment & Coordination

· Recruit volunteers through community connections (e.g., Rotary, faith communities, WCU).

· Meet with volunteers to identify best-fit roles and tasks.

· Train, guide, and oversee volunteers in warehouse processes and assigned work.

· Ensure volunteers review the Volunteer Handbook, sign required forms, and are maintained on an active volunteer list.

· Ensure volunteers sign in and out; track all volunteer hours (including Board members) in the Better Impact platform to support grant writing and outreach reporting.

Social Media & Community Outreach

· Manage social media posting in coordination with the Executive Director and Administrative Assistant.

· Respond to messages received through Facebook.

· Coordinate social media campaigns with leadership.

Donation Intake & Pickup Scheduling

· Monitor and respond to phone messages, emails, texts, and Facebook messages regarding donations.

· Determine whether donations are accepted or declined and whether pickup is required.

· Review photos and descriptions to assess quality, cleanliness, and usefulness.

· Coordinate pickup scheduling with a volunteer or mover when appropriate.

Employment Details

· Schedule/Hours: 30 hours per week; some duties may occur outside the 9:00 a.m.–1:00 p.m. timeframe.

· Time Off: Two weeks paid vacation.

· Probation: 90-day probation period with a formal review by the Executive Director at the conclusion of the period.

Pay: $42,000.00 - $49,000.00 per year

Benefits:

• Paid time off

Education:

• Bachelor's (Preferred)

Work Location: In person