Program Administrator

Job Description

About the Role

The 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, such as Malta Mobile Ministry, Prison Ministry, local grant programs, pilgrimages, and partnership opportunities with Malteser International, 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/project 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.
• Highly motivated strategic planner to help build programs.

Additional Details

• Based in New York City headquarters, with a hybrid work model.
• Occasional travel to Boston, MA, Albany, NY, and other program areas.
• Some evening and weekend work required for program events.

About the Employer

The Sovereign Order of Malta (nonprofit) is one of the oldest institutions of Western and Christian civilisation. A lay religious order of the Catholic Church since 1113 and a subject of international law, the Sovereign Order of Malta has diplomatic relations with over 100 states and the European Union, and permanent observer status at the United Nations. It is neutral, impartial and apolitical.

It is especially involved in helping people living in the midst of armed conflicts and natural disasters by providing medical assistance, caring for refugees, and distributing medicines and basic equipment for survival.