Program Coordinator - Septic Assistance, Financing, & Education for Hoosiers (SAFE Hoosiers)

JOB ANNOUNCEMENT: Program Coordinator

The Lake Monroe Water Fund is seeking a reliable, responsible, enthusiastic individual to provide overall coordination and management of a program that provides critical funding to assist low-to-moderate income homeowners with replacing inadequate septic systems that impair water quality. This effort, Septic Assistance, Financing, and Education for Hoosiers (SAFE Hoosiers), is in the late development phase. After final development, it will launch to the public. Therefore, the Program Coordinator role has two sequential components: Phase A - Program Development and Phase B - Program Launch and Coordination.

Applications accepted through: Friday, October 16th

Background Information

 The Lake Monroe Water Fund – a five year old nonprofit organization with a go-getter attitude; a lean, dedicated staff; and committed board of directors - seeks a friendly, energetic self-starter to be part of our team as the program coordinator as we work together to realize our vision. 

Mission:  The Lake Monroe Water Fund is an active funder for watershed projects that conserve, protect and sustain Lake Monroe as our shared community water resource.

Vision:  The Lake Monroe Water Fund envisions a watershed that provides clean water for human health, natural systems, and quality of life in South Central Indiana supported by an engaged community.

Learn more about SAFE Hoosiers here.

Program Coordinator Job Summary

The Program Coordinator will manage the logistics, communication and interpersonal contact between a complex network of grant and loan funders, rural property owners, local and state government entities, septic installers, and grant managers.

During Phase A – Program Development, duties of the Program Coordinator will include prospective funder, stakeholder, and partner outreach, communications, and coordination; researching and collaborating on grant and other funding proposals; desktop research; continuing to refine an existing program proposal and related flow charts/graphics; and building administrative systems for use in the program implementation.

During Phase B - Program Launch and Coordination, duties of the Program Coordinator will include tracking grant and loan funds and activities, coordinating contractor and homeowner repairs and payments in conjunction with lenders/funders and health departments; tracking compliance to ensure local standards are met; compiling data to support program evaluation; and tracking and preparing reporting requirement documents.

The Program Coordinator will also assist with outreach and communication efforts in conjunction with partners to educate the public about the program and will support other Water Fund efforts and projects as required.

Program Coordinator Key Duties and Responsibilities

     Phase A - Program Development

• Lead communication and coordination among nonprofit program partners, prospective and secured lenders/donors, government agencies, local businesses, homeowners, and the Water Fund team and board. This includes meeting coordination, note-taking, agenda creation, and maintaining organized files on a shared platform.
• Work on grant applications and other requests for funding to financial institutions and other entities.
• Design program application and communication portal/plan in both online and paper formats for homeowners.
• Design methods to safely collect, store, and share protected information (such as income documents, SSNs, addresses, etc.) according to local/state/federal laws.
• Design content for web page(s) and other educational content for program promotion and implementation.
• Lead the design of a 10+ year septic system maintenance program for SAFE Hoosiers participants.

     Phase B -  Program Launch and Coordination

• Program Operations:
  • Oversee daily activities, schedule project workflows, and set priorities for repairing or replacing failing septic systems and ongoing maintenance program.
  • Work directly with low-to-moderate income homeowners to help them apply for and navigate the entire process from obtaining financial assistance through septic repair/replacement completion.
• Financial & Grant Management:
  • Monitor program budgets, approve expenditures, review advance and reimbursement requests, and prepare financial/grant reports and invoices.
• Compliance & Reporting:
  • Track data to evaluate program success, document compliance with government agencies, and produce progress reports for management.
  • Design survey and collect results/quotes from current and former SAFE Hoosiers participants
• Public Outreach & Support:
  • Educate homeowners, community leaders, contractors, and local health departments about the program, including septic system maintenance and repair funding availability.
  • Assist with development and distribution of a tool kit of lessons learned and educational materials to be shared with other partners and other communities.
• Contractor Coordination:
  • Draft/edit/maintain contracts for septic and soil contractors; verify each project’s completion.

Other duties as assigned: The list above is intended to describe the general nature and level of work being performed in this position. They are not an exhaustive list of all responsibilities and duties. Position may require completion of duties outside of normal responsibilities from time to time to assist in fulfilling organization’s mission.

Program Coordinator Requirements and Qualifications

• Education: Bachelor’s degree or experience equivalent in environmental science, public administration, business, or a related field (or equivalent experience).
• Experience: 3+ years of professional office, program coordination, or administrative experience. Nonprofit or government experience preferred.
• Excellent manager and coordinator of logistics for a complex network, requiring multi-tasking
• Able to work independently and as part of a team, conduct desktop research, and think critically
• Excellent written, verbal, and especially interpersonal communication skills
• Strong organizational and time management skills
• Software Skills: Proficiency in Google Workspace, Excel (or Google sheets), PowerPoint (or Google Slides), online work management platforms, virtual meeting apps (Zoom, Google Meet), and Canva.
• Subject -Matter Knowledge: Familiarity with local and state onsite septic standards is preferred.
• Valid driver’s license and reliable transportation
• Reliable internet connection

Location: Bloomington, IN. During Phase A most work will be performed from home, with occasional in-person meetings mainly in Monroe County. During Phase B, a substantial percentage of time will be scheduled for in-person “office hours” to meet with septic system owners at a partner agency location. Other in-person meetings and regular activities may be required in Brown and Jackson Counties.

Supervision: The Program Coordinator operates under the general supervision of the Executive Director who provides instruction on new work, guidance, and review of completed work to assure accuracy and adherence to requirements. The Program Coordinator is expected to perform tasks independently in an efficient, proactive and accurate manner, using good judgment, and to work cooperatively with other staff, board members, volunteers, funders, and partners. 

Compensation and hours: $23-$25/hour. 30-35 hours/week on average (negotiable). Benefits provided but not included in wage: vacation, state/federal holidays.

How to Apply

• Using “JOB” as the subject line, email a cover letter and resume (in pdf, Word, or Google Doc format) to: Michelle Cohen, Executive Director at [email protected]

Applications accepted through Friday, October 16th

• Questions? Contact Michelle Cohen at [email protected]

The Lake Monroe Water Fund does not discriminate on the basis of race; religion or creed; gender; gender expression; national origin or ancestry; marital status sexual orientation; physical disability; military service, status, or lack thereof; or age in any of its activities or operations, including service on the Board of Directors, employment of staff, recruitment and deployment of volunteers, selection of vendors, or provision of service.