Key Responsibilities and Required Skills for Community Program Coordinator

🎯 Role Definition

A Community Program Coordinator is responsible for planning, implementing, and evaluating community-based programs and services that foster engagement, deliver measurable outcomes, and strengthen relationships between the organization and its stakeholders. This role combines program management, outreach, volunteer coordination, data-driven reporting, and partnership development to ensure programs meet strategic goals, compliance standards, and community needs.

📈 Career Progression

Typical Career Path

Entry Point From:

Community Outreach Specialist / Outreach Coordinator
Volunteer Coordinator / Program Assistant
Case Manager or Youth Worker

Advancement To:

Senior Program Coordinator / Program Manager
Community Engagement Manager
Director of Programs or Partnerships

Lateral Moves:

Volunteer Program Manager
Grants and Development Coordinator
Communications / Outreach Manager

Core Responsibilities

Primary Functions

Design, develop, and implement community programs from concept through launch by defining program objectives, target populations, outreach strategies, timelines, and success metrics aligned with organizational goals.
Lead day-to-day program operations including participant intake, scheduling, logistics, resource allocation, and coordination with internal teams to ensure timely and efficient delivery of services.
Build and sustain strong relationships with community stakeholders, partner organizations, local government agencies, schools, and faith-based groups to expand program reach and leverage complementary services.
Recruit, train, supervise, and evaluate volunteers and part-time program staff; develop onboarding materials, create clear role descriptions, and maintain volunteer tracking systems to maximize contribution and retention.
Plan and execute community outreach campaigns, door-to-door canvassing, tabling events, and targeted marketing initiatives to increase program enrollment, engagement, and visibility.
Organize and manage public events, workshops, trainings, and community forums — coordinating vendors, venues, permits, materials, audiovisual needs, and on-site staffing to ensure a professional participant experience.
Develop and maintain program budgets, track expenditures, process invoices and purchase orders, and provide regular financial reports to program leadership to ensure fiscal responsibility.
Collect, analyze, and report program data and key performance indicators (KPIs) using spreadsheets, CRM tools, or monitoring & evaluation platforms to demonstrate impact and inform continuous improvement.
Prepare timely narrative and data-driven reports for funders, grantors, and senior leadership; compile success stories, metrics, and documentation required for grant compliance and renewal.
Create culturally appropriate program curricula, materials, and outreach content that align with participant needs, accessibility standards, and evidence-based practices.
Manage client case documentation, referrals, and follow-up services using CRM or case management systems to ensure quality of service delivery and confidentiality.
Lead intake assessments and needs analysis for program participants to personalize supports, identify barriers, and connect people to internal or external resources as needed.
Coordinate multi-disciplinary teams across departments (communications, development, operations, legal) to align program messaging, fundraising activities, and risk mitigation strategies.
Negotiate, draft, and maintain memoranda of understanding (MOUs), service agreements, and contracts with partners and vendors to clarify responsibilities, deliverables, and performance expectations.
Implement monitoring and evaluation frameworks including pre/post assessments, satisfaction surveys, and outcome tracking to measure short- and long-term program effectiveness.
Ensure legal, regulatory, and organizational compliance for programs including health and safety protocols, confidentiality requirements (e.g., HIPAA where applicable), child protection policies, and background checks.
Drive continuous improvement by analyzing participant feedback and program data, proposing enhancements to service models, and piloting new approaches or partnerships.
Serve as primary liaison for participant escalations or complaints; resolve conflicts diplomatically, escalate appropriately, and document resolutions to improve processes.
Maintain and update CRM databases (e.g., Salesforce, Blackbaud, CiviCRM) and mailing lists to ensure accurate participant records, track interactions, and support targeted communications.
Produce content for outreach channels including email newsletters, social media posts, flyers, and local press outreach to amplify program achievements and recruit participants.
Support fundraising and development efforts by providing program data, helping prepare proposals, participating in donor site visits, and articulating program impact to prospective funders.
Train community volunteers, peer leaders, or participant ambassadors to co-facilitate activities and amplify community-led outreach while maintaining program fidelity and quality control.
Conduct regular site visits and fieldwork to engage directly with participants, monitor service delivery, and gather qualitative insights for program refinement.
Lead accessibility and inclusion initiatives by identifying barriers to participation and adapting program delivery to meet the needs of diverse populations (language, mobility, cultural).
Maintain accurate records of incident reports, safety drills, and risk assessments, and coordinate with leadership to improve safety protocols and emergency response plans.

Secondary Functions

Support grant application preparation by compiling historical program data, budget justifications, and impact narratives.
Assist communications team with content creation and approval workflows for newsletters, social channels, and local media outreach.
Provide ad-hoc training sessions for staff and volunteers on program procedures, CRM usage, privacy practices, and community engagement best practices.
Help develop standard operating procedures (SOPs), templates, and checklists to streamline program delivery and ensure consistent quality.
Participate in cross-program working groups to share lessons learned, align calendars, and identify opportunities for collaboration.

Required Skills & Competencies

Hard Skills (Technical)

Program design and implementation: experience creating outcome-focused curricula and program logic models for community programs.
Community outreach and engagement: proven ability to develop and execute outreach strategies that recruit and retain diverse participants.
Volunteer management: recruiting, training, scheduling, and supervising volunteers at scale.
Event planning and logistics: coordinating workshops, large community events, and partner-led sessions.
CRM and database proficiency: hands-on experience with Salesforce, Blackbaud, CiviCRM, or similar systems for participant tracking.
Monitoring & Evaluation (M&E): designing surveys, pre/post assessments, and using data for continuous improvement.
Grant reporting and compliance: preparing funder reports, managing deliverables, and ensuring contractual obligations.
Budgeting and financial tracking: building and managing program budgets, processing invoices, and reconciling expenses.
Microsoft Office & Google Workspace: advanced skills in Excel/Sheets for data analysis and Docs/Slides for reporting.
Digital communications: experience with email platforms (Mailchimp), social media management, and basic content creation.
Case management: intake, referral processes, and maintaining confidential participant records.
Basic data analysis: ability to summarize quantitative and qualitative data and translate findings into actionable recommendations.
Multi-lingual communication (preferred in many listings): e.g., Spanish-English bilingual skills for community-facing roles.

Soft Skills

Excellent written and verbal communication for diverse audiences, including funders, partners, and program participants.
Strong stakeholder management and relationship-building skills to develop and sustain community partnerships.
High emotional intelligence and cultural competence to work respectfully across different communities.
Strong organizational skills and attention to detail to manage multiple programs and deadlines.
Problem-solving mindset with the ability to adapt program delivery in response to changing community needs.
Leadership and team collaboration: able to motivate volunteers and coordinate cross-functional teams.
Conflict resolution and de-escalation skills for handling participant issues or partnership disputes.
Time management and prioritization to balance fieldwork, reporting, and administrative responsibilities.
Initiative and self-direction with the ability to work independently and escalate issues appropriately.
Facilitation and public speaking skills for leading workshops, trainings, and community meetings.

Education & Experience

Educational Background

Minimum Education:

Associate degree or equivalent experience in community development, social work, nonprofit management, education, public administration, or related field.

Preferred Education:

Bachelor's degree in Social Work, Community Development, Public Health, Human Services, Nonprofit Management, Education, or related discipline.
Certifications in project management, volunteer management, or monitoring & evaluation are a plus.

Relevant Fields of Study:

Social Work
Community Development
Public Health
Nonprofit Management
Education
Human Services

Experience Requirements

Typical Experience Range: 2–5 years of program coordination, community outreach, or related experience (entry-level postings may accept 1–2 years with strong internship/volunteer background).

Preferred: 3+ years managing community-based programs, demonstrated experience with volunteer supervision, event logistics, CRM/database management, and reporting to funders.