Job Summary The Ear Research Foundation is seeking an organized, dependable, and personable Program & Administrative Coordinator to support the Foundation's programs and day-to-day administrative operations. A significant portion of this position supports the Foundation's children's hearing programs and community care programs , including preschool hearing screenings, the Children's Hearing Clinic, and the Help Us Hear program. The position also provides essential administrative support for the Foundation's daily operations, community outreach, events, and other programs. The Program & Administrative Coordinator will work closely with the Executive Director, Children's Programs Coordinator, Foundation staff, volunteers, healthcare professionals, schools, families, patients, donors, and community partners. This is a hands-on position in a small nonprofit environment and is ideal for someone who is highly organized, comfortable managing multiple responsibilities, communicates professionally, and enjoys a varied workday. ResponsibilitiesChildren's Hearing Programs A significant portion of this position involves supporting the Foundation's children's hearing programs, including preschool hearing screenings and the Children's Hearing Clinic. Preschool Hearing Screenings Work with the Children's Programs Coordinator to support the scheduling and administration of hearing screenings at local preschools and childcare centers. Communicate with participating schools regarding scheduling, required information, forms, and screening-day details. Prepare and organize screening forms, supplies, equipment, and materials. Travel to participating schools and community locations for scheduled hearing screenings. Assist with hearing screenings and screening-day activities after appropriate training. Assist with setup, student flow, documentation, and breakdown at screening locations. Maintain accurate screening records, data, and program files. Assist with follow-up communication for children referred for additional hearing evaluation. Help ensure screening supplies, equipment, and program materials remain organized and ready for use. Children's Hearing Clinic Work with the Children's Programs Coordinator to support clinic scheduling and administration. Communicate with parents and guardians regarding appointments, required paperwork, reminders, and clinic information. Assist with scheduling and confirming appointments for children referred for additional hearing evaluation. Prepare patient paperwork, charts, supplies, rooms, and program materials before clinic dates. Assist with patient check-in, family communication, and clinic flow. Maintain organized and accurate patient and program records. Assist with clinic setup, breakdown, organization, and sanitization. Track program activity and assist with maintaining program data and reports. Community Care Programs Help Us Hear Program Receive and review program applications to ensure required information and documentation have been submitted. Communicate with applicants regarding missing information, documentation, application status, and next steps. Maintain organized applicant files and track applications throughout the program process. Compile applications and supporting information for program review. Prepare and communicate acceptance, denial, and follow-up correspondence. Coordinate scheduling and communication for approved program participants. Maintain accurate program records and data. Assist with participant follow-up and testimonials when appropriate. Education, Support & Community Programs Assist with support groups, educational programs, webinars, community outreach activities, and other Foundation programs. Coordinate schedules, registrations, participant communication, and program materials as needed. Assist with program setup, check-in, refreshments, audiovisual needs, and breakdown. Provide support for Foundation events and community activities. Administrative Support Answer and route incoming phone calls, emails, messages, and general inquiries. Respond professionally to patients, families, donors, schools, community partners, and members of the public. Maintain knowledge of the Foundation's mission, programs, and services and provide accurate information to those seeking assistance. Perform data entry and maintain databases, spreadsheets, records, and electronic and physical files. Prepare, edit, and update forms, letters, program materials, informational documents, and correspondence. Assist with donor communications and fundraising mailings. Prepare materials and documents for programs, events, patients, families, and community outreach. Maintain and organize office and program supplies. Assist with social media updates and basic Foundation communications as assigned. Help maintain an organized and professional office and program environment. Provide general administrative support to the Executive Director and Foundation operations. Assist with special projects, programs, outreach, and events as needed. Qualifications High school diploma or equivalent required. Previous experience in an administrative, program coordination, customer service, nonprofit, medical office, patient services, education, or similar position preferred. Strong organizational and time-management skills. Excellent written and verbal communication skills. Strong attention to detail and ability to maintain accurate records and documentation. Comfortable communicating professionally with children and families, patients, schools, healthcare professionals, donors, volunteers, and community partners. Ability to manage multiple responsibilities and changing priorities. Comfortable using email, calendars, spreadsheets, databases, and standard office software. Ability to work independently while also collaborating with a small team. Dependable, professional, flexible, and willing to assist in different areas when needed. Experience working with children, families, patients, community programs, or nonprofit organizations is a plus. Medical or hearing-related experience is a plus but not required . Training on Foundation programs, procedures, and applicable screening equipment will be provided. Must successfully complete a background check. Reliable transportation is required for local travel to schools, screening locations, community programs, and Foundation events. Ability to transport program materials and supplies to and from local program locations. Some flexibility for occasional evening or weekend programs and events is required. Schedule & Work Environment This is a part-time, in-person position averaging approximately 20-30 hours per week . The regular schedule will primarily consist of weekday/daytime hours, although occasional evening or weekend availability may be needed for Foundation programs and events. The position includes both office-based responsibilities and local travel to preschools, childcare centers, community locations, and other program sites for hearing screenings and Foundation activities. About the Ear Research Foundation The Ear Research Foundation is a nonprofit organization dedicated to advancing hearing health through research, education, and community care. The Foundation provides community-based programs including preschool hearing screenings, a free Children's Hearing Clinic, hearing assistance through the Help Us Hear program, education, support, and other hearing-health resources. The Program & Administrative Coordinator plays an important role in helping these programs remain organized, accessible, and responsive to the individuals and families we serve.

Pay:

$16.00 - $18.00 per hour Expected hours: 20.0 - 30.0 per week

Benefits:

Flexible schedule

Education:

High school or equivalent (Required)

Experience:

Administrative:

1 year (Preferred) Medical office: 1 year (Preferred) Passion for working with children: 1 year (Preferred)

Language:

English (Required) Spanish (Preferred) languages other than English or Spanish (Preferred)

Location:

Sarasota, FL 34239 (Preferred) Shift availability: Day Shift (Required) Ability to

Commute:

Sarasota, FL 34239 (Required) Willingness to travel: 25% (Preferred)

Work Location:

In person