Program Coordinator

FIRST Chesapeake is dedicated to providing transformative STEM opportunities for young people, ensuring accessibility and innovation in education. The Program Coordinator plays a vital role in supporting day-to-day operations, managing logistics, and assisting in program delivery across various FIRST initiatives.

Responsibilities

• Serve as the primary operational contact for team registration, event selection, placement, and logistics across all FIRST programs
• Manage team registration workflows, qualifier selection, and placement for programs
• Serve as first-line support for coaches and mentors navigating registration platforms, escalating complex issues to the appropriate program lead
• Track grant and stipend records in coordination with the operations function
• Maintain accurate, up-to-date records across all internal systems and databases
• Coordinate season launch event logistics, including communications, volunteer coordination, and on-site support
• Provide hands-on operational support for FIRST Chesapeake events throughout the season, including:
• Attend events as assigned to manage logistics, troubleshoot on-site issues, and complete post-event reports
• Support the coordination of Championship event tasks including Student Ambassador (SA) program support, Pass the Torch, Alumni engagement, and volunteer recognition
• Lead freight and materials management for Worlds, including inventory tracking, packing coordination, and shipping logistics
• Build in preparation time for pre-event communications and post-event debriefs
• Own the collection, organization, and maintenance of program data to support operations and mission impact:
• Collect and maintain team participation, pre-season and post season impacts, and demographic data across all FIRST programs
• In conjunction with Sr. Program Manager, prepare data summaries and reports for internal use, grant reporting, and impact storytelling as directed
• Support the Sr. Program Manager and Program Manager with data needs specific to their functional areas
• Ensure data integrity across all tracking systems and shared documentation
• Provide operational and administrative support to the Sr. Program Manager and Program Manager to keep seasonal workflows on track:
• Maintain shared calendars, task trackers, and documentation systems
• Draft newsletters, team updates, and event communications as assigned
• Coordinate FIRST Leadership logistics, including nomination tracking, communications with coaches, and submission coordination
• Monitor and respond to stakeholder inquiries with high responsiveness and integrity
• Participate in cross-training across all FIRST programs to build organizational breadth
• Engage in professional development opportunities as identified by the Vice President
• Contribute to process improvement as operational patterns and opportunities emerge
• All other tasks as assigned by the Sr. Program Manager

Skills

• Relevant experience in program coordination, youth development, education, or a related field
• Strong time-management and organizational skills with the ability to manage multiple priorities and meet deadlines
• Excellent written and verbal communication skills across email, phone, and in-person settings
• Proficiency with Google Workspace (Docs, Sheets, Calendar, Slides) and Slack
• Comfortable working independently and collaboratively in a remote environment
• Flexible and dependable, with willingness to support evening or weekend events during peak competition season
• Passionate about expanding access to STEM education and empowering youth through hands-on learning
• Familiarity with FIRST programs (FTC, FRC, FLL) or other STEM competition environments
• Experience with Canva or similar design platforms and AI productivity tools
• Web development experience in platforms like WIX
• Background in volunteer coordination, event logistics, or nonprofit operations

Benefits

• Universal Time Off (UTO): No accrual caps or limited buckets—take time when you need it for vacation, illness, mental health, caregiving, or personal responsibilities, with supervisor approval.
• Summer and Winter Recess: Paid office closures for rest and recharge.
• Paid Holidays: New Year’s Day, Memorial Day, Labor Day, Thanksgiving & the day after.
• Paid Leave for: Bereavement; Jury duty and court appearances; Voting; Election Day poll work; Volunteer service
• Medical insurance for employees working 30+ hours per week.
• Employer-supported 401(k) retirement plan available to eligible employees.
• Budget for professional development, including conferences, training, and memberships—co-created with your supervisor.
• Supportive learning culture with opportunities to grow your skill set and responsibilities over time.
• Hybrid schedule with remote work as the default and in-person event support as needed.
• Trust-based work culture grounded in flexibility, balance, and mutual accountability.

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