Program Operations Coordinator

Role Overview Purpose The Program Operations Coordinator ensures the smooth day-to-day operations of the Camden Food Fund by managing logistics, coordination, and administrative systems that support community governance, applicant processes, […]

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Role Overview

Purpose

The Program Operations Coordinator ensures the smooth day-to-day operations of the Camden Food Fund by managing logistics, coordination, and administrative systems that support community governance, applicant processes, and program delivery. This role provides the operational foundation that allows community leaders, investment staff, and partners to focus on strategy, relationship-building, and strategic decision-making.

Employer & Reporting

The Coordinator receives day-to-day direction from Camden Food Fund program staff and works closely with the Community Advisory Board (CAB), with HR, payroll, and benefits administered by Community Foundation of New Jersey (CFNJ).

The Community Foundation of South Jersey (CFSJ) is the home of the Camden Food Fund and also an affiliate of CFNJ.

Compensation & Benefits

$32 per hour, up to 25 hours per week as a part-time employee.

This is a part-time position and does not include health or retirement benefits.

New Jersey Earned Sick Leave accrues at 1 hour per 30 hours worked, up to 40 hours per year, per state law.

Position Term

The anticipated start date is November. This position is contingent on grant funding. There is potential for the position to transition into a full-time role based on organizational funding and program needs. If conversion is being considered, CFSJ and the Camden Food Fund will share the relevant funding milestones and performance criteria with the incumbent no later than four weeks before the contract’s end date, so the path to conversion is clear and consistent for every candidate.

Equal Opportunity & Fair-Chance Hiring

CFNJ and the CFSJ are equal opportunity employers. We do not discriminate on the basis of race, color, national origin, religion, sex, gender identity or expression, sexual orientation, disability, age, or any other status protected under the New Jersey Law Against Discrimination. Consistent with the Camden Food Fund’s own character-based underwriting philosophy, initial applications will not require disclosure of credit history or incarceration history unless directly relevant to this role’s financial duties.

Primary Responsibilities

A. CAB Operations

• Schedule, coordinate, and support CAB and Impact Investment Committee meetings.
• Manage meeting logistics including space, food, interpretation, stipends, and accessibility needs.
• Prepare and distribute agendas, materials, and translated content in coordination with staff, with materials shared at least two business days before meetings whenever possible.
• Track attendance, decisions, and follow-up items.
• Serve as the primary point of contact for CAB and committee logistics and communications.

B. Investment & Applicant Operations

• Coordinate fund information sessions and applicant outreach logistics.
• Manage applicant communications, scheduling, reference checks, and follow-ups, in a manner consistent with the Fund’s non-traditional, dignity-centered approach to underwriting.
• Track applications, documentation, and process milestones.
• Coordinate meetings with underwriters and staff.
• Maintain applicant records and internal tracking systems, handling applicant financial and personal information with discretion.

C. Partner & Ecosystem Management

• Schedule and coordinate meetings with external partners and consultants.
• Track partner contracts, scopes of work, and deliverables.
• Support onboarding of TA providers, coaches, and consultants.
• Maintain organized partner contact lists and documentation.

D. Fund Development & Funder Support

• Track grant timelines, reporting deadlines, and funder requirements.
• Support preparation and submission of grant materials and reports.
• Schedule funder meetings and check-ins.
• Maintain organized funder files and reporting documentation.

E. Internal Operations & Program Administration

• Manage program budgets in coordination with the program manager.
• Process invoices, payments, reimbursements, and stipends accurately and on schedule.
• Track contracts, payments, and vendor documentation.
• Maintain internal calendars, task lists, and project management tools.
• Support internal coordination across staff and partners.

Skills & Qualifications

Required Qualifications:

• 2–4 years of experience in program coordination, nonprofit operations, project management, administrative management, or a related role.
• Exceptional organizational skills with the ability to manage multiple projects, deadlines, and competing priorities simultaneously.
• Strong written and verbal communication skills with excellent attention to detail.
• Experience coordinating meetings, events, and logistics involving multiple stakeholders
• Proficiency with Microsoft Office and Google Workspace, including Excel/Sheets, Word/Docs, and Google calendar management.
• Experience maintaining organized records, databases, and project management systems.
• Ability to work independently while collaborating effectively with diverse teams and community partners.
• Commitment to equity, community-centered practices, and respectful engagement with diverse populations.
• Must possess a dependable personal vehicle for travel to client locations, site visits, or off-site duties (reimbursement for mileage will be provided).

Preferred Qualifications:

• Bilingual English/Spanish proficiency and experience working in multilingual environments.
• Experience working in nonprofit organizations, philanthropy, economic development, community development, workforce development, or entrepreneurship support.
• Familiarity with grant reporting, grant writing, or funder compliance.
• Experience coordinating community advisory boards, committees, or volunteer leadership groups.
• Experience supporting financial processes such as invoice tracking, budget monitoring, or reimbursements.
• Experience using project management and CRM platforms such as Monday.com.

Core Competencies

• Project & Operations Management: Able to create systems that keep projects moving and ensure deadlines are met.
• Organization & Attention to Detail: Maintains accurate records, documentation, and follow-up across multiple workstreams.
• Communication: Builds positive working relationships with community members, partners, consultants, and staff.
• Customer Service & Relationship Management: Responds professionally and compassionately to applicants, entrepreneurs, and community stakeholders.
• Problem Solving: Anticipates operational challenges and develops practical solutions.
• Adaptability: Comfortable working in a growing initiative where priorities evolve.
• Confidentiality & Professionalism: Handles sensitive applicant and organizational information with discretion.
• Equity & Cultural Competence: Demonstrates respect for diverse lived experiences and supports inclusive, community-driven decision making.

Success During the First Six-Months

The successful candidate will:

• Maintain and expand reliable operational systems that keep Fund activities organized, on schedule, and well documented.
• Ensure Community Advisory Board (CAB), Impact Investment Committee, and partner meetings are well coordinated with timely communications, logistics, and follow-up.
• Maintain accurate tracking systems for applicants, grants, contracts, payments, and program deliverables.
• Build positive working relationships with entrepreneurs, community members, consultants, and organizational partners while providing responsive and professional communication.
• Strengthen the Fund’s operational infrastructure by improving documentation, workflows, and administrative systems that support long-term sustainability.
• Leave organized records, tools, and processes that enable a smooth transition and provide continuity for future staff or consultants.

Creator

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Role Overview

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• Schedule, coordinate, and support CAB and Impact Investment Committee meetings.

• Manage meeting logistics including space, food, interpretation, stipends, and accessibility needs.

• Prepare and distribute agendas, materials, and translated content in coordination with staff, with materials shared at least two business days before meetings whenever possible.

• Track attendance, decisions, and follow-up items.

• Serve as the primary point of contact for CAB and committee logistics and communications.

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Coordinate fund information sessions and applicant outreach logistics.