Program Administrator Job Description Template

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Program Administrator Job Description Template

What is a Program Administrator?

Program administrators are responsible for overseeing program operations, managing budgets, coordinating staff, and ensuring program compliance. They play a crucial role in maintaining the efficiency and effectiveness of various programs within an organization.

A bachelor's degree in business administration, public administration, or a related field is typically required for program administrators. Strong organizational and communication skills are also essential for this role.

Program Administrator Job Description Template

Job Brief

We are looking for a Program Administrator to coordinate operations and people for various programs in our organization.

Program Administrator responsibilities include managing budgets, recruiting staff and establishing policies. To succeed in this role, you’ll need to have strong organizational and communication skills, as well as experience in people management. If you’re also a dedicated worker and a problem-solver, we’d like to meet you.

Ultimately, you’ll ensure our programs run smoothly and achieve their purpose.


  • Oversee all operations, activities and budgets for each program
  • Lead fundraising efforts when needed
  • Review and improve applied standards and practices
  • Prepare and monitor program calendar
  • Reschedule or rearrange tasks and projects as necessary
  • Hire, supervise and coach team members (e.g. project managers, program supervisors)
  • Manage relations with vendors or partner organizations
  • Resolve issues to keep programs rolling
  • Ensure compliance with all relevant regulations for each program
  • Prepare reports on the programs’ status or problems
  • Recommend improvements and present ideas for new programs


  • Proven experience as a program coordinator or similar role
  • Experience in budgeting and fundraising
  • Familiarity with industry-related laws and regulations
  • Knowledge of recruiting processes
  • Tech-savvy with working knowledge of time and project management software (e.g. Confluence, Basecamp)
  • Strong organizational and leadership skills
  • Exceptional communication skills
  • Analytical thinking
  • Problem-solving aptitude
  • BSc/BA in Business or relevant field

What does Program Administrator do?

A Program Administrator is responsible for overseeing and managing various programs within an organization. On a day-to-day basis, their tasks may include:

  1. Planning and organizing program activities: This involves developing a roadmap and schedule for program activities and ensuring that they align with the organization's goals and objectives.

  2. Budgeting and financial management: Program Administrators are responsible for developing a budget for their programs, tracking expenses, and ensuring that funds are allocated properly.

  3. Communication and collaboration: They work closely with program stakeholders, including program managers, team members, and external partners, to ensure effective communication and collaboration throughout the program.

  4. Monitoring and evaluation: Program Administrators monitor the progress and performance of the programs, review program outcomes, and assess whether they are meeting their intended goals and objectives.

  5. Reporting and documentation: They prepare regular reports on program activities, including progress reports, budget reports, and final evaluation reports. Additionally, they maintain documentation of program activities, such as meeting minutes, program guidelines, and program data.

  6. Risk management: Program Administrators identify and mitigate risks and issues that may affect the program's success. This may involve troubleshooting problems, developing contingency plans, and ensuring compliance with relevant regulations and policies.

  7. Stakeholder engagement: They engage with stakeholders, including program participants, donors, and community members, to build relationships, address concerns, and gather feedback to improve program effectiveness.

  8. Training and support: Program Administrators provide training and support to program staff and volunteers, ensuring they have the necessary resources and guidance to carry out program activities effectively.

  9. Continuous improvement: They engage in continuous learning and improvement efforts by analyzing program data and feedback, identifying opportunities for innovation, and implementing changes to enhance program performance and impact.

Overall, the role of a Program Administrator involves a combination of strategic planning, communication and collaboration, financial management, monitoring and evaluation, and stakeholder engagement to ensure the successful implementation and management of programs in an organization.

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