Program Coordinator

Ivymount Outreach Programs
Rockville, Maryland
Jul 06, 2017
Aug 10, 2017
Full Time

Summary: The Outreach Program Coordinator serves as the initial point of contact for new clients, coordinates after-school and weekend Outreach Programs, and serves as administrative support to the Director of Outreach Programs. This position requires a Tuesday through Saturday work week.


Client Intake

  • Initial point of contact for new and potential clients
  • Respond to and coordinate email/web/phone requests for information
  • Interview prospective clients via phone to identify specific areas of need and appropriate Outreach placement(s)
  • Add prospective clients’ information to Abila Database
  • Match clients and families with appropriate Ivymount Outreach program for services
  • Follow-up with clients and staff to ensure services are given/received
  • Review completed files and share with appropriate Curriculum Coordinators prior to intake visits
  • Coordinate intake visits with staff and clients for all programs and communicate admissions decisions to families

Coordination and Support of After-School and Saturday Programming

  • Saturday programs at Ivymount Schools
    • Assist with admissions processes
    • Coordinate event preparations
    • Update website with most current registration information
    • Assign and coordinate Outreach support staff
    • Support Saturday programs staff if/when needed
    • Coordinate any substitute staffing needs and change of schedules
    • Serve as the main contact for families participating in Saturday programs, including communication regarding changes in schedule and special events
  • Ivymount Outreach Arts & Athletics program
    • Serve as the main contact for group leaders, 1:1s, and parents for Arts & Athletics, and coordinate program logistics
    • Coordinate any substitute staffing needs and change of schedules for parents and staff
    • Create registration materials for publicizing on website and in newsletters

Support of Exhibits and Conferences

  • Coordinate resource/marketing materials
  • Staff Ivymount Outreach Programs exhibits at conferences and other public venues
  • Create Registration materials for publicizing on website and in newsletters

Website Maintenance

  • Update and maintain calendar
  • Update Parent documents
  • Add news, current events, and articles
  • Edit program content

Administrative Support

  • Coordinate administrative tasks for Outreach office as needed
    • Marketing materials
    • Program support materials
    • Coordination of program supplies


  •  BA in business, education or equivalent experience
  • Knowledge of special education services and family needs
  • Excellent interpersonal skills
  • Program management experience
  • Excellent and effective written/oral communication and interpersonal skills
  • Excellent organizational skills
  • Strong experience with Microsoft Office Suite
  • Must be able to work in a fast paced environment