Community Engagement Program Administrator

Job Description

Job DescriptionDescription:

Our Mission:

We partner and create relationships with others to coordinate physical access, communication, and safety services in Minnesota.

Summary:

The Program Administrator will play a key administrative and public-facing role in ConnectAbility of MN’s Donated Equipment Program. The primary focus of this role includes accurate data entry, inventory management, and day-to-day program administration. This role also supports the Finance division through consistent data entry tasks. Additionally, the Program Administrator will assist with the Donated Equipment Program for pop-up events and support broader community outreach activities as needed.

While the core focus of this role is stable, some duties may be temporarily adjusted during the initial period to support coverage while a current team member is on leave. As the team structure transitions, specific tasks may evolve, but the overall purpose and continuity of the position will remain consistent.

Schedule:

This is a full-time, in-office position. Standard hours follow ConnectAbility of MN’s business schedule, with periodic events and occasional evening or weekend work depending on community activities.

Requirements:

Responsibilities:

Donated Equipment Program:

• Perform accurate and timely data entry for all Donated Equipment Program activity.
• Administer day-to-day program operations, ensuring a smooth, organized experience for community members.
• Manage the intake, cleaning, basic repair, organization, and distribution of donated equipment.
• Use basic tools and cleaning supplies to safely prepare equipment for community distribution.
• Enter and maintain accurate equipment and inventory data using designated tracking systems (Salesforce, logs, or spreadsheets).
• Conduct quarterly inventory counts and maintain a clean, safe, and organized program workspace.
• Communicate with community members regarding equipment availability, guidelines, pickups, drop-offs, and appointments.
• Transport equipment for pop-ups using a personal vehicle when needed (mileage reimbursed per policy).
• Engage with community members in a friendly, professional, and mission-centered manner.

Community Engagement & Outreach:

• Staff Donated Equipment Program pop-up events in the community.
• Occasionally represent ConnectAbility of MN at community events or resource fairs as needed.
• Support table setup, basic event logistics, and on-site engagement with participants.
• Assist with collecting simple stories or photos related to DEP (with appropriate consent) to support program reporting.
• Provide clear, welcoming communication when interacting with the public.

Finance & Data Support:

• Complete data entry tasks for the Finance division as assigned.
• Ensure accuracy, consistency, and confidentiality in all financial and program-related entries.
• Support cross-departmental documentation to keep records up to date.

Program & Administrative Support:

• Assist in gathering data, photos, and documentation for reporting, compliance, or grant needs.
• Track receipts and follow established budget processes for program supplies, events, and equipment.
• Collaborate with team members across departments to support program development and problem-solving.
• Participate in meetings, trainings, and organizational initiatives.
• Respond to emails/calls related to program operations and scheduling needs.
• Uphold professionalism, confidentiality, and respectful communication with participants, partners, volunteers, and team members.
• Perform other related duties that support the success of the team and organization.

Qualifications:

Required

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general comfort using technology and databases.
• Strong organizational skills with excellent attention to detail.
• Ability to prioritize tasks, manage time effectively, and problem-solve in a dynamic environment.
• Comfort using basic hand tools and performing simple equipment repairs.
• Excellent written and verbal communication skills.
• Strong customer service mindset and professionalism when engaging with diverse community members.
• Capacity to work independently and collaboratively within a team environment.
• Ability to pass a background check.
• Experience in community engagement, program support, nonprofit work, customer service, volunteer coordination, or administrative roles is preferred but not required.
• Experience working with people with disabilities and seniors is a plus.

Preferred

• Experience with Salesforce, Monday.com, or QuickBooks.
• Experience in administrative roles, customer service, nonprofit work, or community engagement.
• Experience working with people with disabilities or seniors.

Other Requirements:

• Ability to lift and move program-related materials or equipment as needed (up to 40lbs).
• Valid driver’s license and ability to travel between sites and events (mileage reimbursed per policy).
• Occasional evening/weekend participation in events and outreach activities.

Benefits:

• 12 days PTO
• Sick time
• 16 hours of Community Volunteering
• Benefits package
• 15 Paid Holidays
• Opportunities for professional growth