Family Life Program Coordinator

The Family Life Coordinator keeps the department organized, connected, and moving forward. Working closely with Family Life leadership and program managers, this position coordinates shared priorities, upcoming programs, and operational needs across all Family Life functions. These include Tikvah, Athletics, Youth Recreation, Camp, Dance, Musical Theater, Playdate, Maccabi initiatives, and family events.

The Coordinator gathers information from managers, brings the team together, tracks responsibilities and deadlines, and follows up to ensure plans move into action. The role anticipates needs, identifies gaps, and brings timely updates and requests for decisions to leadership. Program managers retain responsibility for program strategy, budgets, and staff supervision; the Coordinator supports execution and accountability through clear organization and consistent follow-through.

This is a highly collaborative position requiring initiative, sound judgment, and confidence in working with colleagues at different levels. It combines department coordination, hands-on program support, customer service, and routine administration. The position works on-site five days per week and moves regularly between the office and active program spaces.

Department Coordination and Follow-Through

• Maintain a shared department calendar and action tracker covering upcoming programs, launches, events, key deadlines, responsible staff, and operational needs.
• Check in regularly with program managers to understand what is coming up, what support is needed, and where plans require coordination across areas.
• Organize and help facilitate Family Life operations meetings; gather agenda items, document decisions and action items, and follow up on commitments. 
• Prompt managers and leadership for needed information, approvals, and decisions; provide concise progress updates and flag delays or unresolved issues early.
• Coordinate shared staffing, space, equipment, and communication needs; help resolve scheduling conflicts and bring resource decisions to the appropriate manager.
• Help translate agreed priorities into practical next steps and coordinate with Facilities, Marketing, Account Services, and other internal partners to move work forward.

Program Readiness and Operations

• Coordinate operational preparation for Tikvah, Athletics, Youth Recreation, Camp, and other Family Life programs, including schedules, space reservations, staffing logistics, supplies, and equipment.
• Use practical readiness checklists to confirm that rosters, participant information, materials, family communications, and staff instructions are available before programs begin.
• Ensure coaches, instructors, seasonal staff, and other program team members receive timely schedules, updates, and the resources needed to deliver programs.
• Coordinate training logistics and help managers arrange coverage for open shifts, breaks, or absences; communicate coverage gaps promptly.

Hands-On Program Support

• Provide an active on-site presence during programs and events, supporting check-in and check-out, attendance, participant transitions, setup, breakdown, and family questions.
• Step into program activities or temporary coverage as needed, including recreation, athletics, camp, and customer service duties appropriate to training and experience.
• Support Tikvah activities and participants under the direction of program leadership, following individual support guidance and established inclusion and safety practices.
• Observe program flow, respond to routine operational needs, and alert managers to concerns affecting safety, staffing, or participant experience.

Family Experience and Administrative Support

• Provide welcoming, responsive service to families and maintain a working knowledge of Family Life programs, schedules, and participation options.
• Coordinate approved program reminders and updates, and route participant concerns or questions requiring a decision to the appropriate manager.
• Partner with the Family Life Administrator and Program Managers on registrations, transfers, refunds, waitlists, rosters, and participant records; assist with routine tasks as needed using established procedures.
• Use basic Salesforce and other department tools to update records, access routine reports, and track program readiness and operational needs.
• Maintain organized attendance records, forms, waivers, and other required documentation, protecting confidential participant and family information.
• Follow established departmental procedures and complete other related duties as assigned.