Site Coordinator

Classified Posted by: Site Coordinator

TITLE:                         Site Coordinator

REPORTS TO:           Executive Director

POSITION:                 30-40 hours a week

Responsible for overseeing the planning, development, implementation and evaluation of a specific program for youth participating in after-school and summer programming at Bigfork ACES. The site coordinator also provides leadership and supervision to assigned program staff and volunteers and manages monthly program budgets and controls expenses as assigned. This position may be combined with administrative assistant to make full-time work.

KEY ROLES (Essential Job Responsibilities):

  • Oversee and give direction to ensure the effective operation and delivery of programs within the program and community.
  • Be the main point of contact during program hours.
  • Support the organization’s mission and principles.
  • Ensure an environment that facilitates the achievement of youth development outcomes.
  • Ensure establishment of and adherence to policies and procedures as laid out in the employee and parent handbooks.
  • Identify and support training and development opportunities for assigned staff and volunteers. Lead the  PAX program.
  • Oversee the provision of day-to-day program activities in accordance with established standards and goals related to grants.
  • Demonstrate leadership to assure conduct, safety and development of ACES students.
  • Allocate and monitor work assigned to program volunteers and staff, providing ongoing feedback and regular appraisal.
  • Oversee proper record keeping through our online portal. Including activities and events conducted, notable achievements and problems/issues.
  • Produce a weekly informational newsletter for parents and constituents.
  • May oversee special programs and/or events, and/or participate in the implementation of additional activities as necessary.
  • Ensure that all program leaders have a weekly plan of activities at least 5 days in advance.
  • Support and participate in fundraising and community events that involve ACES.


  • Required to drive a Program vehicle. (15 seat van – no CDL required).
  • May handle money and take member payments.
  • May be tasked to help with food program data.
  • May be tasked with collecting data and reporting for Federal grants.
  • Maintain Procare, student enrollment and parent communications.
  • Prepare monthly site coordinator report for Executive Director
  • May be assigned special projects periodically by the Executive Director.
  • Other duties as assigned.


  • Ability to supervise and motivate staff
  • Experience in managing programs or operations in a non-profit agency, Afterschool, or summer camp program with at least one year in a leadership capacity; or an equivalent combination of experience.
  • Thorough knowledge of: the mission, objectives, policies, programs and procedures of Bigfork ACES programs.
  • Ability to organize, direct, plan and coordinate operations.
  • Leadership skills, including negotiation, problem solving, decision making, delegation.
  • Strong communication skills, both oral and written.
  • Ability to establish and maintain effective working relationships with the executive director, staff, community groups, and other related agencies.
  • Available to periodically take a group of students in the case of staff shortages.


  • CPR and First Aid Certifications
  • Must pass a required criminal background check
  • Must have a valid driver’s license.
  • OST (Out-of-School-Time) Certification
  • Knowledge of local community
  • Experience with 21st CCLC grants

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to walk and stand for extended periods of time. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 40 pounds and occasionally lift and/or move more than 40 pounds. The
employee is required to drive a large vehicle. Specific vision abilities required by this job include depth perception. The employee is required to sit for periods of time to perform functions on the computer.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, and extreme cold or heat. The noise level in the work environment is usually moderate but can be loud.

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

It is the policy of Bigfork ACES programs to provide equal opportunities without regard to race, color, religion, national origin, gender, sexual preference, age or disability.