Program Coordinator-EARLY LEARNING AND EQUITY ADVANCEMENT

About First Up

First Up is committed to ensuring that all children have access to high-quality early childhood education by supporting the educators and leaders who serve them. We champion equity, respect, and continuous improvement in all we do.

Position Summary

First Up is seeking a highly organized, detail-oriented, and proactive Programs Coordinator to support the Early Learning and Equity Advancement team. Reporting to the Director of Early Learning Initiatives and Equity Advancement, this position will help ensure that the department's programs, projects, meetings, events, partnerships, and administrative processes are organized, coordinated, and moving forward effectively.

This position will work closely with the Director and department Managers to translate priorities into action, track projects and deliverables, coordinate logistics, prepare for meetings and events, maintain systems and documentation, and ensure timely follow-up. The position will provide dedicated administrative and operational support to department Managers while also providing direct administrative and project coordination support to the Director.

This position is designed to strengthen the department's overall capacity by creating reliable systems and processes that allow Managers to focus more deeply on program leadership, staff supervision, partner relationships, quality improvement, and strategic work.

The successful candidate will be an exceptional organizer and communicator who can anticipate needs, manage competing priorities, independently move projects forward, and bring structure and follow-through to complex work. The ideal candidate is comfortable working across multiple initiatives and with a range of internal and external stakeholders and has an interest in early childhood education, equity, nonprofit programming, or related fields.

Key Responsibilities

Project Management & Program Coordination

• Maintain project plans, trackers, calendars, and other tools that support accountability and timely execution.
• Coordinate information and activities across multiple programs and initiatives to support alignment and reduce duplication.
• Support recurring department processes, including planning cycles, events, reporting deadlines, program reviews, and documentation.
• Maintain organized program files, records, templates, and other department documentation.
• Develop and maintain workflows, checklists, templates, and other tools that strengthen consistency and efficiency.
• Support data collection, reporting, quality assurance, and preparation of spreadsheets, presentations, and other program materials.

Manager & Director Support

• Provide administrative, project, and coordination support to the Director and department Managers based on portfolio needs and priorities.
• Coordinate calendars, meetings, agendas, materials, communications, and follow-up for department leadership.
• Prepare the Director for internal and external meetings by organizing relevant information, materials, logistics, and action items.
• Support Managers by tracking program deliverables, contracts, reports, communications, and other time-sensitive responsibilities.
• Assist with organizing and maintaining program records, databases, files, and documentation.

Events, Meetings & Communications

• Coordinate logistics for internal and external meetings, workshops, trainings, convenings, and department events.
• Support event planning and implementation, including registration, invitations, materials, technology, supplies, space, and day-of-logistics.
• Prepare agendas, presentations, handouts, attendance materials, and other resources for meetings and events.
• Coordinate virtual and in-person meeting logistics and communicate timely information to participants and stakeholders.
• Track decisions, action items, and follow-up resulting from meetings, events, and other department activities.
• Draft and distribute routine communications, reminders, follow-up, and logistical information to staff, partners, and other stakeholders.

Competencies

**Communication-**Uses effective written and oral communication with internal staff, teams, and community served; demonstrates empathy and listening.

**Cultural Humility-**Demonstrates the values of diversity and inclusion; fosters an inclusive environment that facilitates a diverse team thriving within the organization.

**Growth Mindset-**Views growth as important for personal and professional development; seeks out opportunities to expand skills, even if change is required; demonstrates curiosity and eagerness to learn.

Ownership- Effectively manages own work, and work of teams when relevant, ensuring delivery of high-quality work.

Mission Driven: Demonstrates commitment to the mission of an organization as a whole and alignment with organizational values.

Workload Management- Breaks down a work task/project into process steps and executes them effectively, adjusting course as needed.

Qualifications

• Up to Five years of relevant professional experience in program coordination, administration, operations, education, nonprofit work or a related field.
• Strong organizational and time-management skills, with the ability to prioritize competing demands, manage multiple projects simultaneously, and consistently meet deadlines.
• Excellent written and verbal communication skills, with the ability to communicate effectively and professionally with staff, leaders, partners, community members, and other stakeholders.
• Experience providing administrative and project support to managers, directors, or other organizational leaders, including meeting preparation, scheduling, documentation, and follow-up.
• Early Childhood Education experience is preferred but not required.
• Demonstrated track record of superior accuracy and attention to detail
• Proficiency with Microsoft Office, particularly Outlook, Word, PowerPoint, and Excel, and familiarity with Microsoft Teams, Zoom, SharePoint, or comparable technology platforms.
• Ability to learn and effectively manage databases, online learning platforms, registries, and other program management systems.
• Strong written and verbal communication skills.
• Proven ability to maintain accurate records and handle detailed administrative processes.
• Experience coordinating meetings, events, workshops, trainings, or other multistakeholder activities, including logistics and day-of support.
• Flexibility to support evening and weekend events.
• Ability to travel locally as needed.

First Up is a hybrid working environment with office space available**.** This position requires proficiency in remote work software and tools for video meetings. The option to return to in person work, when appropriate, may be required and will be discussed with the Director of Programs. Regional travel may be required – must be able to commute to all sites in the project via personal car or public transportation. This position also includes using office machines and may require ability to sit for long periods, stand, bend, and lift up to 50 lbs. Must be able to carry and perform competently on a laptop computer. Occasional evenings and weekends may be required.Must be able to travel regionally to ECE sites.

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan

Work Location: Hybrid remote in Philadelphia, PA 19103