Program Administrator

Company DescriptionFounded in 1927, the Order of Malta, American Association, is the first association of the Order of Malta in the Americas. Headquartered in New York City, it encompasses over 2,000 Knights, Dames, and volunteers across more than 30 Areas. The association is dedicated to serving the poor, sick, and incarcerated while promoting the Catholic faith through its humanitarian mission and charitable programs.About the RoleThe Program Administrator serves as the Director of Operations for Malta Camp USA, a life-changing annual camp for young adults with disabilities. This role oversees all logistics, communications, administration, budgeting, and volunteer coordination for the camp. The Administrator also supports other programs of the Order of Malta, American Association, helping ensure operational excellence, compliance, and meaningful engagement with volunteers, donors, and partners. This position is ideal for someone who thrives in a mission-driven environment, enjoys event logistics and program coordination, and finds fulfillment in serving others through faith-based initiatives.What You'll Do·       Lead logistics and administration for Malta Camp USA, including travel, scheduling, communications, and on-site support.·       Oversee budgeting, reporting, and fundraising coordination for camp programs.·       Develop and manage annual program budgets, including forecasting, expense tracking, and financial reporting.·       Approve expenditures and allocate resources within established financial guidelines.·       Ensure compliance with local, state, and federal requirements and submit necessary government and tax filings.·       Exercise independent judgment in planning, prioritizing, and executing program activities aligned with organizational goals.·       Develop and implement operational plans, systems, and procedures for Malta Camp USA and related Association programs to improve efficiency and participant experience.·       Identify operational challenges and recommend or implement solutions to improve program quality and cost effectiveness.·       Establish and oversee vendor relationships—negotiate contracts, approve invoices, and ensure adherence to service standards and budgets.·       Represent the Association in meetings and correspondence with key partners, donors, and vendors; make decisions within established budgetary and policy parameters.·       Contribute to strategic planning for Malta Camp USA and other programs, advising leadership on operational feasibility, resource needs, and risk management.·       Design and refine program workflows, policies, and volunteer management processes to ensure consistency and compliance across initiatives.·       Evaluate program outcomes and recommend improvements based on data and feedback.·       Manage program calendars and organize meetings, venues, and travel for key stakeholders.·       Draft and edit professional correspondence, reports, and presentation materials.·       Support volunteer recruitment, onboarding, and training throughout the year.·       Maintain and update CRM databases; track and analyze program metrics.·       Partner with finance to ensure timely processing of contributions, reimbursements, and vendor payments.·       Coordinate logistics for additional Association events and programs as needed.·       Provide excellent customer service to members, volunteers, and beneficiaries.What You Bring·       Bachelor’s degree (or equivalent experience) in Business, Nonprofit Management, Communications, or related field.·       At least 2 years of experience in nonprofit program or event coordination.·       Strong organizational and project-management skills with attention to detail.·       Excellent written and verbal communication skills.·       Proficiency in Microsoft Office and CRM systems (Salesforce, DonorPerfect, or similar).·       Experience in event planning, vendor relations, and budget tracking.·       (Preferred) Experience working with individuals with disabilities in a program or event setting.Who You Are·       A compassionate, mission-driven professional who enjoys helping others.·       A proactive problem solver who can balance multiple priorities.·       A team player with a positive attitude and strong interpersonal skills.·       A detail-oriented organizer who can see both the big picture and the small details.Additional Details·       Based in New York City headquarters, with a potential hybrid work model.·       Occasional travel to Boston, MA and Albany, NY.·       Some evening and weekend work required for program events.