Some candidates may be selected for an interview followed by a formal invitation to apply.
Position Overview
WeROCK is seeking an organized, reliable, and detail-oriented Program Coordinator. This position will work closely with, and report directly to, the Executive Director. The primary goal of this role is to take ownership of the day-to-day administration, logistics, and supply management of the program. The ideal candidate will be trained directly by the Executive Director to eventually run the baseline operational workflows of our youth running seasons.
- Employment Status: Part-Time, Non-Exempt (Hourly)
- Hours: 15 hours per week (Requires a flexible schedule, including occasional weeknights and weekends for events. Training will occur in Mission Viejo, CA. Majority of weekly work hours will be remote.)
- Reports To: Executive Director
Key Responsibilities
Logistics & Inventory Management
- Uniform & Gear Oversight: Manage the inventory, organization, sizing, and distribution of student uniforms and team gear across all 6 school locations.
- Storage Unit Operations: Run regular administrative errands to the organization’s storage unit to retrieve, organize, and pack supplies for training and race days.
- Supply Distribution: Ensure coaches and school sites have the necessary materials, nutrition, and safety supplies ahead of scheduled events.
Special Event & Program Support
- Event Logistics: Provide hands-on coordination and setup assistance for major organizational milestones, including parent informational meetings, target races, and the end-of-season banquet.
- Weekend & Evening Support: Attend critical weeknight meetings or weekend events as coordinated with the Executive Director to ensure smooth operations.
Data Management & Admin
- Data System Maintenance: Learn, navigate, and regularly update WeROCK's historical data systems to ensure administrative records remain accurate and organize.
- Cloud Photo Archiving: Build, organize, and maintain a centralized, cloud-based storage system (e.g., Google Drive or Dropbox) for historical photos.
- Marketing Database Curating: Categorize, tag, and sort past event photos within the cloud drive so they are easily searchable and ready for the Executive Director to use in marketing campaigns.
- Information Broadcasting: Assist the Executive Director in drafting and sending routine email or app updates to parents, participants, and program volunteers.
- Participant Tracking: Assist the Executive Director in creating a streamlined method to track participant training and eligibility (attendance, Strava, etc.)
Required Qualifications
- Operational Reliability: Strong organizational skills with a proven track record of managing physical inventory, gear, or supplies.
- Digital Literacy: Comfortable navigating cloud storage systems, sorting/tagging media assets, and working accurately within spreadsheets or data tracking systems. Proficient in the Microsoft Office Suite.
- Flexible Mobility: Must possess a valid driver’s license, reliable personal transportation, and a clean driving record to execute errands and move gear between the storage unit and school sites.
- Trainable Mindset: Eagerness to learn new workflows directly from the Executive Director and step up to take independent ownership of tasks.
- Physical Capability: Ability to lift and carry heavy boxes of gear, water, or event supplies (up to 30–40 lbs).
- Safety Compliance: Must pass a comprehensive criminal background check, Livescan and youth-safety screening.
- Design the ideal folder taxonomy and naming convention for the cloud photo marketing database