Program Coordinator Job Description

Job Title:                                          Program Coordinator

Position Category:                        Full-time, Non-exempt, 40 hours/week, some nights, and weekends

Salary:                                               $36,000 - $40,000

Pay Period:                                     Twice per month – 15^th and 30^th

Medical Reimbursement:             65% of HMO-level plan provided by organization

Position Details: EATSF is seeking an energetic and organized Program Coordinator who is PATH Certified Therapeutic Riding Instructor and has a working knowledge of horses, and experience in the scheduling, management, and development of volunteers.

Scope of Work: This position is responsible for providing therapeutic riding instruction and equine assisted services according to PATH standards and EATSF guidelines, with the utmost attention given to safety. The individual will lead the scheduling, training, and oversight of volunteers. The individual will work in collaboration with the EATSF team to ensure that the volunteer team is effective in the delivery of services.  This position can be physically demanding and requires the ability to mount and dismount participants weighing up to 190 pounds, traverse over uneven footing, and work outdoors in all weather.  This position is scheduled for Tuesday through Saturday.

Reports to: Program Operations Director (POD)

Organizational Relationships:

• Interacts with the entire staff of EATSF at weekly team meetings and frequent informal interactions.
• Maintains a highly visible presence at community events to promote volunteer opportunities and the organizational mission.

Program Coordinator Job Responsibilities:

PROGRAM AND PARTICIPANT SERVICES

• Deliver safe and effective equine assisted services, meeting the needs of program participants.
• Ensure compliance with PATH International standards and EATSF Standard Operating Procedures, including but not limited to creating lesson plans, completing progress notes, reporting on metrics and other related records for the program.

VOLUNTEER MANAGEMENT AND TRAINING

• Lead and manage volunteers, which includes but is not limited to:
  • Direct oversight of barn, program, and facilities volunteers. Delegate training for office and/or special event volunteers.
  • Development of facilities projects in partnership with the Barn Manager and EATSF Team.
  • Actively train and/or delegate trainings for prospective and existing volunteers on proper horsemanship, horse care and facility needs such as:
    • Sidewalking
    • Grooming
    • Tack and Tack maintenance
    • Taking the Lead
    • Sensory Trail maintenance
• Lead orientation for new and interested volunteers on a monthly and as-needed basis.
• Manage Days of Service opportunities for corporations or other external partners.
• Select and develop Team Captain volunteers for each lesson shift.
• Evaluate all aspects of the volunteer training programs to ensure effectiveness and implement changes as appropriate.
• Schedule potential continuing education for volunteers, such as CPR/First Aid on a quarterly basis.

VOLUNTEER RECRUITMENT AND RECOGNITION

• Maintain an active presence within the local community or social media groups.
• Provide ongoing support and guidance to volunteers.
  • Actively resolve grievances and promote cooperation.
• Execute two annual Volunteer Appreciation and recognition opportunities for volunteers.
• Develop and maintain relationships with other volunteer organizations in the area.
• Communicate with program team members on volunteer challenges, changes, and success stories.

VOLUNTEER ADMINISTRATION AND RECORD KEEPING

• Manage the “Daily Schedule” and provide weekly communication to appropriate parties.
• Delegate “Daily Schedule” needs, volunteer communication and other scheduling needs to Office Administrator.
• Delegate the maintenance of accurate records to the Office Administrator.
• Provide timely statistical and activity reports on volunteer participation.
• Schedule/delegate the scheduling of volunteer supervisors to assist with training and volunteer training supervision as needed.
• Provide individual service records to volunteers, as needed.
• Author written communications such as recommendation letters, instructions, and other media to volunteers, as needed.
• Lead in the development of the volunteer program budget.
• All other duties as assigned.

FUNDRAISING

• Assist with the planning and execution of Special Events as a member of the EATSF team.

QUALIFICATIONS

• PATH Certified Therapeutic Riding Instructor Certification required.
• BA in Communications, Public Relations, Human Resources, or similar field.
• 2 or more years’ experience in volunteer coordination or similar field.
• Demonstrated ability to conduct oneself in a calm and professional demeanor when dealing with the public and/or with difficult situations.
• Detail-oriented and highly organized.
• Flexible and able to adapt to change.
• Ability to work collaboratively in a team environment.
• Excellent written and oral communication skills.
• Experience in resource leadership, training, and development.
• Proficient in MS Office, and database management.
• Bilingual (Spanish, ASL, etc.) a plus.

To Apply: Please send cover letter and resume to program@equineatsf.org. Add "Program Coordinator" to the subject line. No phone calls, please. 

Program Administrator Job Description

Job Title:                                    Program Administrator

Position Category:                  Part-Time, exempt, up to 30 hours/week, some nights and weekends based on program need

Salary:                                        $15/hour

Pay Period:                               Twice per month – 15^th and 30^th

Medical Reimbursement:     None

Position Details: EATSF is seeking an organized and proficient Program Administrator 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 basis.
• 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.
• 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
• 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.

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.

To Apply: Please send cover letter and resume to program@equineatsf.org. Add "Program Administrator" to the subject line. No phone calls, please. 

Certified Therapeutic Riding Instructor (CTRI) Job Description

Job Title:                                 Certified Therapeutic Riding Instructor (CTRI)

Salary:                                     $45/lesson and $15/hour (for volunteer training)

Pay period:                              Per Contract Workers Calendar

Medical reimbursement:       None

Position Category:                  Contracted and Scheduled

Position Details: EATSF is seeking an energetic and educated individual to teach mounted and unmounted programming to children and adults with special needs.

Scope of Work: Plan, deliver, document, and maintain reports for effective, professional, and high- quality therapeutic riding lessons and/or unmounted horsemanship lessons.

Reports to: Program Operations Director (POD)

Responsibilities:

• Attend prescheduled orientation and training on EATSF lesson standards
• Attend instructor meetings and/or programmatic meetings, as needed or assigned.
• Instruct assigned participants to the highest standards of PATH International and EATSF.
• Oversee cleanup of arena, tack room, teaching props, and office area after lessons are completed.
• Maintain lesson plans, weekly progress notes, and an annual rubric for each participant taught, as well as a horse usage log.
• Manage and educate lesson volunteers assigned on safety and best practices.
• Assist in the provision of volunteer training when needed.
• Read, sign, and adhere to EATSF Code of Conduct.
• Perform other duties as requested or assigned.

Qualifications:

• Current and appropriate certification by PATH International.
• Current CPR/First Aid.
• Experience teaching beginner group lessons, both mounted and unmounted.
• Working knowledge of horses and horse behavior.
• Ability to ride and instruct at all gaits.

To Apply: Please send cover letter and resume to program@equineatsf.org. Add "CTRI" to the subject line. No phone calls, please. 

Equine Specialist in Mental Health and Learning (ESMHL) Job Description

Job Title:                                 Equine Specialist in Mental Health and Learning (ESMHL)

Salary:                                     $25/hour

Pay period:                             Per Contract Workers Calendar

Medical reimbursement:    None

Position Category:               Contracted and Scheduled

Position Details: EATSF is seeking an energetic and educated individual to facilitate/co-facilitate unmounted programming to children and adults with special needs.

Scope of Work: Plan, deliver, document, and maintain reports for effective, professional, and high-quality equine-assisted therapy and/or learning sessions. Be an effective member of the program team to ensure safe and effective equine assisted therapy activities.

Reports to: Program Operations Director (POD)

Responsibilities:

• Create and maintain a therapeutic and educational environment for all participants.
• Understand how to maintain PATH Intl. standards. This includes but is not limited to the care, management, and humane treatment of the equine.
• Ensure the safety and well-being of all equines participating in EAL/EAP sessions and serve as the equine expert during all equine/human interactions.
• Collaborate with all members of the team (mental health professionals, educators, or other co-facilitators, volunteers, and equines) to meet the goals of the client.
• Assist in designing appropriate exercises for clients based on their needs.
• Oversee cleanup of horses, arena, tack room, teaching props after each session.
• Ensure that the offices, learning area, rider waiting area and tack room are cleaned up and horses cared for prior to leaving.
• Create and maintain Weekly Progress notes that provide documentation covering equine behavior and activity.
•  

Qualifications:

• Current ESMHL certification by PATH, International
• Current CPR/First Aid

To Apply: Please send cover letter and resume to program@equineatsf.org. Add "ESMHL" to the subject line. No phone calls, please.