Position Overview:
The Saturday Academy Client Coordinator plays a key role in supporting the planning, coordination, and daily operations of 4 Star Guidance's Saturday Academy program. This position is responsible for coordinating client attendance, communicating with families, assisting with transportation logistics, organizing program activities, and providing operational support to ensure a safe, structured, and engaging experience for participants.
In addition to Saturday Academy responsibilities, the coordinator will assist with planning, organizing, and coordinating special events hosted by 4 Star Guidance throughout the year.
Key Responsibilities
Client Confirmation & Family Communication
- Coordinate weekly Saturday Academy client confirmations for all program locations.
- Contact parents/guardians each Thursday morning no later than 10:00 AM to confirm attendance.
- Ensure all attendance confirmations are completed by 5:00 PM each Thursday.
- Maintain accurate participant attendance records and confirmation logs.
- Complete and submit the Saturday Academy census by 5:00 PM on each Saturday Academy program day.
- Communicate attendance changes, cancellations, and concerns promptly to program leadership.
- Maintain professional communication with parents, guardians, and staff.
Program Coordination
- Assist with planning and coordinating Saturday Academy field trips, community outings, and recreational activities.
- Coordinate reservations, admissions, registrations, and activity-related payments.
- Assist in developing and organizing the monthly Saturday Academy activity calendar.
- Assist with meal planning and food selections for weekly programming.
- Ensure activities are organized, engaging, age-appropriate, and aligned with program goals.
Transportation & Participant Coordination
- Assist with transportation planning and van route assignments.
- Help coordinate participant group assignments to maintain appropriate supervision ratios.
- Communicate transportation updates and scheduling changes to staff and families.
- Support efficient participant check-in and check-out procedures.
Operational & Administrative Support
- Assist Mr. Joe with administrative and operational tasks that support Saturday Academy and organizational operations.
- Provide support to managers and lead staff during program hours as needed.
- Maintain organized program records, forms, and documentation.
- Assist with inventory, supplies, and preparation for weekly programming.
- Promote a safe, structured, and positive environment for all participants.
Special Event Coordination
- Assist in planning and organizing special events hosted by 4Star Guidance throughout the year.
- Support event logistics, scheduling, vendor coordination, and participant registration.
- Assist with event setup, breakdown, and on-site coordination.
- Help prepare event materials, decorations, supplies, and promotional items.
- Provide administrative support before and after organizational events.
Qualifications & Requirements:
- High school diploma or GED required; associate degree or related coursework preferred.
- Experience working with children, youth programs, behavioral health, education, recreation, or community organizations preferred.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Ability to multitask and prioritize responsibilities in a fast-paced environment.
- Proficient with Microsoft Office, Google Workspace, email, and basic computer applications.
- Ability to maintain confidentiality and professionalism.
- Reliable transportation and dependable attendance.
- Ability to work independently and collaboratively as part of a team.
Preferred Skills:
- Strong customer service and family engagement skills.
- Event planning or program coordination experience.
- Ability to problem-solve and adapt to changing priorities.
- Strong attention to detail.
- Positive, energetic, and team-oriented attitude.
Physical Requirements:
- Ability to stand, walk, bend, and lift up to 25 pounds.
- Ability to participate in indoor and outdoor program activities.
- Ability to travel between program locations and community event sites when needed.
Work Expectations
- Be available to support Thursday confirmation processes and Saturday Academy operations.
- Respond professionally and efficiently to changing operational needs.
- Maintain a positive, youth-centered approach when interacting with participants and families.
- Demonstrate reliability, professionalism, flexibility, and excellent communication.
- Represent 4Star Guidance positively during community activities and organizational events.
Normal Working Hours
- Be available to support Thursday confirmation processes and Saturday Academy operations.
- Respond professionally and efficiently to changing operational needs.
- Maintain a positive, youth-centered approach when interacting with participants and families.
- Demonstrate reliability, professionalism, flexibility, and excellent communication.
- Represent 4Star Guidance positively during community activities and organizational events.
What We Offer:
- Opportunity to make a meaningful impact in the lives of youth and families.
- Supportive and collaborative team environment.
- Hands-on experience in program coordination, event planning, and community engagement.
- Opportunities for professional growth within the organization.
Pay: $18.00 - $22.00 per hour
Work Location: In person
