Job Description

EATSF is seeking an organized and proficient Program Administrator to work up to 30 hours a week (with some nights and weekends) who has administrative and data entry experience with solid communication skills with individuals from a variety of backgrounds.

Scope of Work: The Program Administrator ensures that all participant files, both hardcopy and digital are maintained per PATH Premier Accredited Center (PAC) standard. The Program Administrator collects, collates, and tracks all Program Applications, Enrollment progress to assist all participants in effectively enrolling in EATSF programs. The Program Administrator communicates directly with families, guardians, and participants regarding proper completion of paperwork and follows-up with medical professionals as needed. The Program Administrator also assists with data entry, creation of programmatic materials and standard operating procedures, and aids Program Operations Director (POD) in program communication.

Reports to: Program Operations Director (POD)

Organizational Relationships:

• Interacts and communicates with participants, parents, guardians.
• Interacts as an integral player on the EATSF team and provides reports to POD on a weekly 
• Interacts with the staff of EATSF during meetings and frequent informal interactions.

Program Administrator Job Responsibilities:
PARTICIPANT SERVICES:

• Communicate with parents, participants, guardians, and nonprofit partners regarding deadlines for the key program needs (paperwork deadlines, schedule changes, program events, etc.) on a rolling basis via phone, email and other organizational tools (Constant Contact, social media).
• Maintain a check-in schedule with all participants, family members and guardians on a consistent basis.
• Maintain participant email distribution list and prepare targeted email updates on a scheduled basis.
• Review all participant documentation and ensure it is in compliance with PATH standards and 
• EATSF Standard Operating Procedures, with utmost attention to signed liability releases and current/annually updated and signed physicians’ statements.
• Conduct regular data entry for new participant information and/or update current participant information.
• Create, process, and send program invoices each session.
• Co-Lead Parent Committee with POD and/or ED.
• Ensure that Medical Change Notification forms are completed at the mid-point of the year (Winter Session) and that weight, height and seizure activity is monitored regularly.
• Ensure that the “No Photo Release” is updated and posted annually.
• Ensure timely and effective communication with all program participants/families/caregivers regarding program information and remain accessible to their needs.

Collaborate with Program Operations Director and lead in updates to a program calendar to determine the following:

• Enrollment timeline
• Prospective participant interview timeline
• Application outreach
• Application deadline reminders
• Scholarship communication
• Weight Limit notifications
• Medical Change Notification information
• Program orientations
• Veteran open houses and outreach

ADMINISTRATIVE/OPERATIONAL SERVICES:

• Provide support to visitors and guests.
• Answer and direct phone calls.
• Update integral program documentation in preparation for the beginning of each session, or as needed:
• Master Session Schedule – distribute to all staff or staff areas for viewing
• Participant Attendance Log
• Horse Usage Hours Log
• Participant Profiles and Progress Notes
• All other duties as assigned.
• Read, sign, and adhere to EATSF Code of Conduct.

Key Skills:

• Dependable and cooperative attitude.
• Flexible and able to adapt to change.

Qualifications:

• Work well with people from various backgrounds and communities, and in a team-oriented environment, maintaining harmonious relationships.
• Ability to work independently, be flexible and manage multiple priorities with high efficiency, excellent attention to detail and analytical skills.
• Experience with database entry or CRM management.
• Excellent communication, organizational, interpersonal, and writing skills.
• Proficiency with database software and excellent computer skills in Microsoft Office Suite.
• Must be able to work in a variety of environments (indoor and outdoor) with the ability to traverse easily on different surfaces, and lift 30 pounds.
• Personal qualities of integrity, credibility, and commitment to and passion for individuals with special needs and the EATSF mission.
• Horse experience preferred but not required.

Job Tags

Part time, Outdoor, Flexible hours, Night shift,

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