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Program Coordinator, Boston
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About SquashBusters
SquashBusters is a 30-year-old sports-based youth development program that uses a combination of squash, fitness, academic support and enrichment, community service, and mentoring to improve the lives of youth in Boston, Lawrence, and Providence. SquashBusters' mission is to challenge and nurture youth in these cities - as students, athletes, and citizens - so that they can recognize and fulfill their greatest potential in life. SquashBusters currently serves 500 middle school, high school, and post-secondary students. Middle and High School Students practice at least three days a week throughout the school year and participate in weekend practices, tournaments, and summer opportunities. After high school graduation, students join the Post-Secondary Services Program, and a dedicated staff team supports them in their chosen post-secondary path, and provides career development, internship placement, and employment opportunities. In Boston, programming takes place at the Badger-Rosen SquashBusters Center located on Northeastern University’s main campus. In Providence, we work and play out of the Gorgi SquashBusters Center on the campus of Moses Brown School. In Lawrence, we have designed a facility, in partnership with the City of Lawrence and others, that broke new ground for the urban squash movement by placing SquashBusters directly inside a beautiful, new, 80-unit affordable housing complex on the banks of the Merrimack River in downtown Lawrence. Our core values are Love, Honesty, Attention to Detail, Teamwork and High Standards. Do these match yours?
Position Summary:Â The Program Coordinator is responsible for coordinating program administration, planning, scheduling, and delivery, ensuring a safe, organized, and productive experience for students and fellow team members.
As a member of the program team, the Program Coordinator collaborates with the Program Director (PD), Academic Lead, Squash Lead, and other program staff to ensure an integrated approach to SQB’s academic, sport, and character development programs. The Program Coordinator also directly supports different areas of afternoon programming, including student supervision, family communication, data entry, and leading selected activities. Through these programs, program staff challenge, nurture, and hold SQB youth accountable so they can recognize and fulfill their potential.
Reports to:Â Program Director
Home Office:Â Boston, MA
Schedule: 10:00 AM - 7:00 PM Monday through Thursday and 8:00 AM – 4:00 PM Saturday.
Responsibilities:
Program Coordination: Day-to-Day
- Coordinate and manage program calendar with oversight from PD to ensure all recruitment, academic, squash, and special events can be scheduled and staffed.
- Coordinate student and family paperwork needs for the team, including try-out interest forms, annual waivers, physical collection, and event permission slips.
- Collaborate with the Academic Lead to manage program materials, including academic supplies, Chromebooks, and snacks as well as manage inventory, ordering, and upkeep.
- Collaborate with the Squash Lead to manage squash equipment, including labeling and distribution of materials, maintenance of inventory, and tracking of payments for replacement items.
- Collaborate with Operations Coordinator to manage van fleet, ensuring maintenance needs are handled and records are kept up to date.
- Coordinate and communicate schedules and other needs to active volunteers.
- Support PD with family communication, student data management, handling data entry, ensuring attendance and other details remain up to date, and communicating with team about progress towards goals.
- Recruit volunteers and manage volunteer schedules and trackers.Â
Program Delivery: Day-to-Day
- Transport students to practice including driving SQB van (valid driver’s license required) or walking with students.
- Actively ensure the physical and emotional well-being of all students by adhering to SQB safety protocols and fostering a supportive, inclusive environment.
- Help supervise students and second-floor spaces during program hours to ensure program protocols are followed.
- Assist with and track student sign-ins and sign-outs.
- Support smooth student transitions between program sessions (e.g., squash to academics).
- Manage and track squash loaner equipment.Â
- Step in to cover staff duties as needed, under the direction of program leadership.
- Provide support in responding to student incidents in collaboration with staff.
- Print the daily schedule and other materials needed for program delivery.
Outreach/Engagement
- Call parents/guardians to share updates about student absences, upcoming events, or to follow up on missing forms and paperwork.
- Send weekly newsletters to parents with key updates and announcements.
- Support recruitment and training of volunteers as needed.
- Collaborate with full team on recruitment strategy and supporting outreach/event approach.
- Support the planning and execution of family and community events.Â
- Manage SQB social media platforms by creating content in collaboration with students and posting program information, updates, and highlights that showcase student experiences, strengthen community engagement, and improve SQB visibility to support recruitment and retention.
Special Event Management
- Recruit for, coordinate, and implement summer programs.Â
- Identify, organize, and participate in community service projects and field trips. Chaperone/drive students for squash or team events as needed.
- With colleagues, organize and participate in overnight trips for appropriate grade levels.
- Collaborate with the team to identify and organize workshops or guest speakers on relevant topics.
- Organize and/or assist in organizing special events and programming, such as honor roll dinners.Â
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Administrative Responsibilities
- Collect and update paperwork for students such as parent/guardian contracts, physicals, report cards and program fees and update these details in addition to attendance and summer activities in the Salesforce database.Â
- Update student contact information in Salesforce and maintain organized documentation in Microsoft Teams.Â
- Complete permission slips and update program trackers as needed.
- Manage inventory, including storage, restocking, and replacement of materials and equipment.Â
- Oversee daily snack distribution and organization.Â
- Assist with implementation of program evaluation and presentations (T-Reports).
- Plan general weekly/monthly schedule with colleagues and keep appropriate calendars updated.Â
- Support SQB's social media strategy by posting on appropriate site accounts following program events and trips.
- Maintain and organize relevant documents in Microsoft Teams and SharePoint.
- Utilize program budgets according to policy by tracking spending and receipts monthly.
Relationships:Â At the heart of SQB mission is the power of transformative relationships (adapted from the Search Institute). Thus, Program Team Members should:
- Express care by believing in and encouraging youth and being a dependable, warm source of encouragement.
- Challenge growth by holding youth accountable and maintaining high expectations.
- Provide support by empowering youth through guidance and advocacy.
- Share power by respecting, including and collaborating with youth.
- Expand possibilities by connecting youth to opportunities and inspiring and broadening horizons.
Core Competencies
- Ability to relate effectively to diverse groups of people from a variety of backgrounds.
- Ability to work independently and thrive in a fast-paced environment.
- Strong teamwork, organization, and communication skills.
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Qualifications
- One or more years of relevant professional experience, ideally in an academic, sports, or afterschool setting.
- Demonstrated success in managing administrative tasks and projects and adhering to deadlines.
- Passion for working with young people and experience developing trusting relationships with youth and families.
- A passion for educational opportunities, and a belief in the potential for athletic participation to both drive academic excellence and expand opportunities for success in school and beyond.
- Ability to regularly work until 7:00 PM Monday through Thursday and Saturdays until 4 PM.Â
- Valid driver’s license with a clean record and a willingness to drive students to and from SQB in a company van.
- Spanish language proficiency a plus.
- Existing eligibility to work in the U.S.
Compensation & Benefits
- Annual salary $50,000.
- Retirement plan with employer matching up to 5%.
- 26.5 paid company holidays and days off plus an additional 16 vacation days (with some restrictions).
- Subsidized health, dental, and vision insurance available.
- Employer paid life and long-term disability insurance.
- Free Employee Assistance Program, a cell phone subsidy, and public transportation and parking subsidies available.
- Summer Fridays between July 4 and Labor Day (half-day afternoons).
SquashBusters is an equal opportunity employer and strives to reflect the diverse community it serves. SquashBusters is committed to promoting diversity and inclusion and looks to all its staff members to foster and promote its values.
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