Program Coordinator
Charles County Literacy Council (CCLC)
Position Description
(Works minimum 16 hours per week – Monday through Thursday preferred)
The Program Coordinator is responsible for the day-to-day operations of the office of the Literacy Council and acts
under the immediate direction of the President of the Board of Directors. The search committee, consisting of the
elected executive officers or their designee(s), will make the selection of a candidate for the position, construct a
contract offering the position to the candidate to include term of employment, hourly wage, and the days the office
will be open and staffed. After the initial six-month review, the term of the contract will be one year with an option to
renew, depending on Council funding and performance evaluation.
In addition to the CCLC Board of Directors, tutors and adult learners, other working relationships include but are not
limited to the IT staff at the Southern Maryland Regional Library System (SMRLA), officers and staff of United Way
of Charles County, Charles County Commissioners and their staffs, Lifelong Learning Center, and ProLiteracy
Worldwide.
Skills required:
Ability to work well independently
Working knowledge of and experience with Microsoft Office, Access, Outlook.
Light bookkeeping.
Filing, including set-up, maintenance and organization.
Strong organizational and time management skills.
Ability to work with volunteers, including problem anticipation and conflict resolution.
Ability to publicly represent and further the mission of CCLC, including public speaking
and community interaction.
The duties of the Program Coordinator are as follows:
1. Initial contact for prospective adult learners, referring intake information to the Student Assessment Chair
for evaluation/assessment.
2. Match and assign evaluated adult learners with volunteer tutors.
3. Prepare and facilitate delivery of materials for matched tutors and adult learners.
4. Initial contact for prospective tutors, keeping list of interested persons for future workshops, adding to social
media lists for information updates.
5. Attend and participate in Tutor Training Workshops held twice a year on three consecutive evenings. In
cooperation with the Workshop Chair, participation includes, but is not limited to, preparation of workshop
mailings, articles and press releases for local media, confirmation of registrants, preparation and assembly
of handouts and notebooks, giving presentations, and generally assist with physical set-up and break down
after each evening
6. Attend CCLC monthly Board meetings, reporting on status of student/tutor assignments and other items of
interest to the Board.
7. Attend quarterly meetings of the United Way Advisory Board (Partner Agencies).
8. Manage the CCLC office, including, but not limited to, reviewing and responding to daily email,
correspondence, telephone calls and messages, maintaining computer files in an orderly system, ensuring
the office is staffed during posted open hours.
9. In cooperation with appropriate Board members, assist with the preparation and submission of the annual
requests for funding from the Charles County Commissioners and United Way of Charles County, CFC,
and other funding requests.
10. Interact with Treasurer, ensuring that bills, bank statements and other financial materials are handled in a
timely manner.
11. Coordinate volunteer needs and maintain current volunteer roster.
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12. Keep and maintain a current inventory and knowledge of content of all tutoring and library materials,
ordering more when necessary, pending approval of Treasurer.
13. Maintain awareness of Literacy issues, gathering new materials and informing tutor trainers of those
materials for use in future training.
14. Receive monthly tutor status reports, and post data to Access file and Excel Spreadsheet. Reports are
submitted by tutors through the website, email, phone or by mail. Personally contact tutors who have not
reported hours and progress to gently remind.
15. Maintain database for tracking volunteer hours, student achievement levels and other measurable
outcomes required by funding requests.
16. Maintain communication with SMRLA IT Staff to keep CCLC website current, including, but not limited to:
Monthly meeting minutes, Bylaws changes, donors, CCLC events, other news and information.
17. Assist Publicity Chair with publicizing workshops and other Council events in local media.
18. Assist other Committee Chairs with projects, providing administrative help with volunteer recruitment,
management of details, and organization.
19. Work with Social Media Chair in preparation of articles, email lists, and other social media content.
20. Prepare and submit to the State of Maryland the annual “Exempt Organization Fund Raising (EOFR), (Due
June 30), and any other report or/and request to government or other agencies as noted in the CCLC
calendar
21. Send donation acknowledgement (required by IRS) and ‘thank you’ letters to contributors on behalf of
CCLC, to include all United Way contributors when notified by United Way, and all other contributors as
donations of any kind are received.
22. Maintain and update CCLC Calendar. Track and ensure that all tasks listed on the CCLC calendar are
performed in a timely manner.
23. Perform all other tasks as assigned
Rev 1/13 (SLS)
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