Program Coordinator

POSITION OVERVIEW

Position:

Program Coordinator

Company:

CASA of Kent County

Location:

180 Ottawa Ave. NW, Suite 5200, Grand Rapids, Michigan 49503

Reporting to:

Program Manager

Website:

Pay Range:

$20-$22 per hour

Terms:

Part-time, onsite - 20 hours per week

Benefits:

401k

11 Paid Holidays, 4 hours each

4 weeks (80 hours) PTO

About CASA of Kent County:

CASA of Kent County is a non-profit organization that advocates for the best interests of children who have experienced abuse and neglect as they make their way through the family court system. Our mission is to empower community members to serve as advocates and voices for these children in court, ensuring they have the support and representation they need to thrive. Our vision is simple yet powerful: A voice for every child.

CASA trains volunteers to investigate, facilitate, advocate and monitor services for children who are wards of the court due to abuse and neglect. CASA volunteers present first-hand information and observations to help judges make the very best decisions about children’s futures. Community impact studies prove that children served by a CASA spend less time in long-term foster care and are less likely to reenter the child welfare system.

At CASA of Kent County, we use the Entrepreneurial Operating System (EOS) to drive clarity, accountability, and alignment in our organization. EOS provides a simple, proven framework for setting clear priorities, fostering open communication, and ensuring everyone is working toward the same goals. By running on EOS, we empower our team with effective tools and processes that encourage collaboration, streamline decision-making, and create a culture of transparency and focus. Joining our team means being part of an organization that is committed to continuous improvement and achieving meaningful impact through a shared vision and disciplined execution.

Our Culture

CASA of Kent County firmly believes that every child deserves a voice and that best-interest advocacy is the best way to provide that voice. This core belief drives us to be a high-performing, focused organization that values structure and accountability. We set long-term targets, shorter-term plans, and quarterly goals that help us clearly know where we’re going and how we’re going to get there. Our core values permeate the work that we do and how we interact with each other. Those values are:

· Be Curious

· Forge Community Connections

· Strive for Excellence

· Take the Next Right Step

· Believe in CASA’s mission

POSITION SUMMARY

The Program Coordinator supports the program staff by ensuring volunteers, case files, and program systems are well organized and effectively managed. This position blends administrative responsibilities and people-centered coordination by supporting volunteer engagement, managing case files, coordinating events and training, and maintaining smooth, well-tracked internal operations. The ideal candidate is organized, tech savvy, and motivated to create order and efficiency behind the scenes, while also being the welcoming face of CASA in volunteer-facing interactions.

KEY RELATIONSHIPS

The Program Coordinator collaborates closely with the program staff to support program and volunteer needs. They serve as a primary point of contact for current volunteers, fostering positive and engaging communication.

KEY RESPONSIBILITIES

Volunteer Administration & Coordination

• Serve as the primary contact for volunteer communication, both via email and phone.
• Receive volunteer prospects from the Community Outreach Coordinator and manage all administrative tasks related to the volunteer life cycle.
• Support volunteer stewardship and appreciation initiatives and help track engagement and participation across events and training sessions.
• Create and maintain a system for keeping volunteer information up to date.
• Stay abreast of both Michigan law and National CASA standards in volunteer processes.

Case File Administration & Digital Organization

• Manage the administrative process of case file creation, maintenance, and closure from referral to completion.
• Scan, upload, and organize case related documents into Optima and digital storage systems with accuracy and confidentiality.
• Ensure digital files remain current, correctly labeled, and compliant with CASA’s standards.
• Conduct regular internal checks to confirm files are complete and properly stored.

Training & In-Service Coordination

• Coordinate all logistics for new volunteer training and swearing-in ceremonies – ordering supplies, preparing materials, communication with volunteers, room reservations and prep, as well as on-site setup and execution.
• Assist with planning and communication for volunteer appreciation events, in-services, and other special gatherings

Technology & Process Improvement

• Leverage Optima, Excel, and other software to build systems that streamline communication, data collections, and file management.
• Create and maintain Excel dashboards, trackers, and reports to monitor program metrics and progress.
• Develop and update SOPs, checklists, and guides that ensure consistency and clarity across program operations.
• Proactively suggest improvements to workflows, tools, and administrative systems that enhance efficiency and accuracy.

General Duties

• Serve as the scribe for weekly EOS Level 10 (L10) meetings, capturing notes, issues, and decisions accurately.
• Maintain and update the team’s Rocks, To-Dos, and Scorecards using Excel.
• Greet guests in the office and answer phone calls.
• Attend occasional late afternoon and evening events such as volunteer training and events, staff holiday party, board/staff socials, and CASA fundraising events.
• Perform various related duties as assigned by the Program Manager

PROFESSIONAL EXPERIENCE AND EDUCATION

Education and Experience

• High school diploma or equivalent required; associate degree preferred.
• Minimum of two years of clerical or administrative experience required.

Technical & Organizational Skills

• Highly proficient in Microsoft Word, Excel, and Outlook.
• Experience with databases, or willingness and ability to learn a new system.
• Strong attention to detail and organizational skills.
• Ability to manage multiple priorities, set goals, and meet deadlines.
• Commitment to continuous improvement and professional growth.

Communication and Interpersonal Skills

• Strong written and verbal skills.
• Ability to interact with a diverse range of stakeholders with professionalism, cultural humility, and a hospitable and cheerful demeanor.
• Competent and friendly presence on the phone.
• Strong relationship-building skills.
• Curiosity, initiative, and desire to grow a healthy work culture.

APPLICATION PROCESS

To apply, email a cover letter (required) and resume to CASA Administrative Manager Carrie Shoesmith at [email protected] .

CASA of Kent County is dedicated to fostering a diverse and inclusive workplace that reflects the community we serve. We encourage individuals from all backgrounds to apply.

CASA is an equal opportunity employer.

Job Type: Part-time

Pay: $20.00 - $22.00 per hour

Expected hours: 20 per week

Benefits:

• 401(k)
• Paid time off

Ability to Commute:

• Grand Rapids, MI 49503 (Required)

Work Location: In person