• Program Coordinator

    Job Locations US-Remote | US-MA
    Posted Date 2 weeks ago(5/31/2019 3:54 PM)
    Job ID
    # of Openings
    Fiscal Sponsorship Projects
    Location : Name
    Tools of the Mind
  • Overview

    Tools of the Mind is a research-based early childhood program that embeds development of executive functions and self-regulation into the design of all teaching and learning, leveraging make-believe play and a classroom culture of co-regulation & peer scaffolding to build the foundational skills children need to be successful in school and life.


    Mission: To help all children learn and develop to their full potential by applying developmental theory-based principles of learning to early childhood education.


    Vision: Our vision is to empower teachers with the understandings and tools they need to create positive classroom cultures, facilitate intentional, playful learning and support the development of self-regulated learners who achieve to their full potentials – closing the achievement gap for low income, minority and DLL students.


    The Program Coordinator supports the General Manager and manages and maintains office systems in a virtual organization to ensure operations are running effectively and efficiently. The Program Coordinator interfaces with all members of our team maintaining and continually updating information on Salesforce, our Customer Relationship Management platform. The Coordinator is the organization’s liaison with vendors, tracking annual renewal and payments, and reaching out to solve problems for our team when they hit challenges with platforms like Zoom, Dropbox, Microsoft Office Suites, etc. This position also plays a key role in helping our organization adapt and change as we grow, ensuring all our systems are functioning well, managing our data and information systems so they are well-organized, up-to-date and functioning to support our mission. All of this is accomplished in our virtual workplace environment. While this is a work from home position, preference will be given to candidates residing in proximity to the Greater Boston region.

    • Supports the Leadership Team by helping to create and manage Salesforce CRM system for developing, implementing and tracking client contracts, training registrations, sales agreements, and payments; follows up with clients as needed; manages vendor database along with administration of resources including Dropbox and Zoom.
    • Assists the General Manager and other Leadership Team members with daily running of operations, scheduling of meetings, note-taking; running reports and gathering data from CRM and LMS systems and Google analytics; proactively runs quarterly reports for the General Manager to support ongoing planning;
    • Assist with projects led by the Leadership Team, including support developing, implementing and editing external communications (website, social media, events, publications, flyer, etc.) along with business development activities;
    • Trains and motivates team members using the CRM and monitors its use to ensure effective data entry by all that will generate the needed data reports;
    • Assists with the preparation and modification of internal and external documents and communications including the Tools Employee Handbook and policies, and maintains and updates all assets in the employee team Dropbox folder(s);
    • Organizes and manages knowledge and content; setting up and maintain all staff Dropbox folders and updating files annually as needed;
    • Builds and maintains positive relationships within Tools team and with our external partners and clients;
    • Oversees and coordinates organizational initiatives that require updating and renewal including background checks and home office space reports for insurers, etc.;
    • Supports program development and growth by refining and updating systems, generating ideas and proposals for how to streamline operations as Tools grows to scale; implements changes consistently and provides feedback to the Leadership Team on efficiency in operations;
    • Supports Partnership Development Administrator in setting up client and staff subscription and website accounts;
    • Collaborates with Tools of the Mind staff to support the mission and vision of the organization;
    • Complies with all deadlines;
    • Abides by travel and personnel policies.

    Special Requirements

    • Must maintain a home office with a Macintosh computer;
    • Must be able to work flexible hours to accommodate occasional early and late meetings while coordinating with our virtual team members in different time zones and able to meet deadlines;
    • Ability to travel for periodic in-person meetings.


    We will consider exceptional candidates who demonstrate a strong combination of the specific qualifications and skills described below.

    • A BA or BS degree in Business Administration or related field is required;
    • Considerable experience with Program Management, Business Systems and Salesforce Administration, or Program Administration is required;
    • Tech savvy and proficient with business applications systems such as Salesforce, LMS platforms and WordPress and other applications, Google Forms, surveys and documents; Dropbox, and Adobe Suite products including In Design; proficiency with a range of software programs;
    • Ability to gather and analyze statistical data and to generate reports;
    • Ability to make administrative/procedural decisions and judgements in collaboration with the Leadership Team;
    • Ability to organize resources, establish priorities and meet deadlines;
    • Possess exceptional organization skills, attention to detail and time management skills;
    • Excellent verbal and written communication skills;
    • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituents in diverse communities; interest in and commitment to supporting the development of team members and training them in how to use diverse applications;
    • Ability to thrive in behind­the­scenes role while completing tasks efficiently, reliably and accurately;
    • A self-starter with a can-do attitude; willing to problem-solve and able to reach out to vendors to resolve issues; ability to conduct effective and efficient Internet research;
    • Proactive - anticipates challenges and problems, brings them to attention of leadership and seeks out and suggests solutions;
    • Experience working with a virtual team is preferred;
    • Fluency in Spanish is preferred;
    • Preference will be given to candidates residing in proximity to the Greater Boston, MA region.

    TSNE MissionWorks/Tools of the Mind envisions a society grounded in the principles of social and economic justice. As such, we strive to achieve excellence through a diverse and inclusive workplace that honors the unique talents and lived experiences of each person. Our vision and values are reflected in all our employment-related decisions, including hiring practices. Accordingly, TSNE MissionWorks actively seeks people who bring diverse backgrounds and perspectives to join us in our work.


    As an EOE/AA employer, TSNE MissionWorks//Tools of the Mind will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin or ancestry, age, sexual orientation, gender identification, genetic information, veteran or disability status or any other factor prohibited by law.  


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