Program Project Coordinator
Covenant House California · Oakland, United States
Covenant House California (CHC) is a nonprofit organization that provides sanctuary and support for youth overcoming homelessness, ages 18-24. CHC believes that no young person deserves to be homeless; that every young person in California deserves housing, food, clothing, education, and most importantly, to be loved. CHC provides a full continuum of services to meet the physical, emotional, educational, vocational, and spiritual well-being of young people.
CHC’s doors are open to youth and staff regardless of their race, religion, sexual orientation, gender identity, or gender expression. We believe that youth and team members deserve to be in an environment that is inclusive and affirming; where everyone is treated with dignity and respect and valued and appreciated for who they are. Maintaining a diverse community of youth and staff is key to our ability to achieve our mission most effectively. We are also committed to being a leader in advancing anti-racism, and to promoting opportunities for the free expression of the lived experiences of our youth and staff.
We are looking for people who, like us, believe that every young person deserves a place to belong. We think it takes all kinds of people to create diverse solutions to end youth homelessness and we are on a committed journey to build an inclusive and equitable work culture that brings out the best in everyone.
Covenant House California offers an excellent benefits package, (most benefits effective date of hire), including medical, vision, dental, an EAP program, 403b retirement account, and a generous vacation package.
Position Summary
The Program Project Coordinator provides high-level administrative and programmatic support directly to the Chief Program Officer (CPO), helping manage the CPO’s calendar, communications, and day-to-day priorities so the CPO can focus on leading the Program Division effectively. This role will also support the Norcal and Socal SVP’s with special projects, policy/procedures and any duties as assigned to help strengthen program operations and consistency across the state.
This role blends traditional administrative program responsibilities – calendar management, meeting logistics, audit preparations, meeting note compilation and travel coordination – with ownership of special program related project assignments given directly by the CPO. The right person is highly organized, detail-oriented, and comfortable anticipating CPO and SVP’s needs before being asked. They work behind the scenes to keep information flowing, fill various gaps needing administrative support, keep deadlines on track, and the CPO prepared for every meeting – including supporting the tracking of trainings, professional development logistics, and other administrative systems that keep the Program Division organized and unified.
The ideal candidate brings strong administrative and project coordination experience, sound judgment, a passion for serving young people experiencing homelessness and the discretion needed to support a busy executive in a fast-paced, mission-driven environment.
What Success Looks Like
- In the first 90 days, the Program Project Coordinator will:
- Complete onboarding, including learning CHC’s program structure and meeting the Program Leadership team
- Take over calendar, scheduling, and meeting coordination for the CPO
- Establish organized tracking systems for the CPO and SVP’s special projects, trainings, and meeting follow-ups
- Build a clear working rhythm and communication style with the CPO
By the end of year one, the Program Project Coordinator will have:
- Become the CPO’s trusted, go-to resource for scheduling, logistics, and administrative coordination
- Successfully managed several special program related project assignments from start to finish
- Built reliable systems for tracking trainings, onboarding logistics, and program documentation
- Earned the CPO’s confidence as someone who keeps things organized and follows through
Key Responsibilities:
Executive & Calendar Support
- Manage the CPO’s scheduling, calendar coordination, travel planning, and related logistics, support SVP’s administrative needs as well.
- Coordinate logistics for meetings the CPO leads or attends, including agendas, preparation, action items and follow-ups
- Draft power point presentations, briefing documents, and talking points as directed by the CPO
- Organize and maintain the CPO’s SharePoint folders and internal filing systems
Special Projects:
- Own and run special project assignments that are program focused given directly by the CPO, from planning through completion
- Coordinate logistics for the CPO’s tours, speaking engagements, and site visits, including pre-event preparation and follow-up
- Track action items and deadlines on the CPO’s behalf to keep cross-department work moving forward
- Assist the CPO with grant and funder reporting by gathering information and compiling draft materials in collaboration with the Development team
Training & Program Documentation Support:
- Maintain tracking tools and attendance systems that support the professional development and training function, at the CPO’s direction and in partnership with the Senior Director of Program Training & Professional Development
- Support onboarding logistics for new program leaders, including scheduling, materials, and checklists
- Help maintain and distribute policy and procedure updates, including notes and follow-ups from relevant Covenant House International (CHI) calls(SCPO Calls, Presidium checklist, Quarterly Data review calls)
- Maintain internal tracking and reporting tools the CPO uses to keep the division organized
Meeting & Communications Support:
- Prepare meeting materials, one-pagers, and presentation decks as directed by the CPO
- Take notes and minutes at meetings the CPO attends and distribute follow-up items
- Serve as a point of contact for internal and external inquiries directed to the CPO, as delegated
General Administrative & Financial Support:
- Process the CPO’s expense reports and reimbursements, and help track program-related invoices and budgets
- Provide day-to-day administrative support to the CPO and SVP’s as needed
- Other duties as assigned to support the mission and priorities of the organization.
Qualifications:
- Minimum of 3 years of experience preferred as a Project Manager or Senior Administrative position, ideally supporting a senior executive
- Experience in a mission-driven or nonprofit organization preferred, but not required
- Strong organizational and project management skills; able to manage competing priorities under tight timelines
- Excellent written and verbal communication skills
- Proficient in Microsoft Office and SharePoint; comfortable learning new systems (e.g., HMIS, ETO)
- High level of discretion and sound judgment when handling confidential or sensitive information
- Willingness and ability to travel occasionally across CHC sites in Northern and Southern California
Core Competencies:
Organizational Excellence: Keeps the CPO’s priorities, projects, and deadlines on track without things slipping through the cracks.
Proactive Problem-Solving: Anticipates the CPO’s needs before being asked and follows through on details without close supervision.
Discretion & Judgment: Handles confidential and sensitive information with professionalism and sound judgment.
Relationship Building: Builds trust and clear communication with the CPO, program leaders, and external partners.
Project Coordination: Takes ownership of special project assignments and drives them to completion.
Adaptability: Comfortable shifting between administrative tasks and project work in a fast-paced environment.
We Are an Equal Opportunity Employer
Covenant House California (CHC) is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. CHC is committed to the principle of equal employment oppor