Job Title: Program Administrator

Reports To: Program Manager

FLSA Status: x Exempt ☐ Non-Exempt

Employment Type: Part-Time, Hybrid (Fall/Winter/Spring); Full-Time, In-Person (Summer)

Location: Hybrid; must live within driving distance of Cape Cod and the Greater Boston area to attend events and represent MassHCIC in person. Fully in-person during the summer program.

Date Prepared/Revised: Oct. 6, 2026

Job Summary

The Program Administrator provides day-to-day administrative and logistical support for MassHCIC’s program, working under the direction of the Program Manager. This role handles the operational details that keep recruitment, grant submissions, and stakeholder communications on track — freeing the Program Manager and Program Director to focus on strategy and external relationships.

Key Responsibilities

Host Family & Applicant Coordination

Market the host family opportunity and follow up with prospective host families to execute agreements
Help expand the pool of participating higher education institutions to source student applicants
Support outreach and recruitment efforts with higher education institutions
Handle recruiting and release of All-Star applications (Handshake, website updates, LinkedIn)
Work with the Program Manager to review resumes and written applications
Support outreach to town participants and help arrange meetings with potential partners

Grants & Development Support

Assist with grant applications and submission materials as directed by the Program Manager
Coordinate scheduling and logistics for visits from funders, innovators, and other prospective partners (all direct communication with grant organizations are handled by the Program Manager)

Administrative & Communications Support

Provide administrative support to the Executive Committee and Board, including scheduling meetings, sending invitations, coordinating Zoom logistics, and taking minutes
Run and create content for the program’s LinkedIn, website, Instagram and YouTube channel
Handle day-to-day communication with towns as the program sends startup tech inquiries to municipalities
Spearhead and coach summer interns on communication with towns

Program & Event Logistics

Oversee day-to-day administration of assigned program components and monitor progress against milestones
Support planning and logistics for group events and transportation across Cape Cod and Greater Boston
Create advertisements to recruit summer host families
Secure housing for interns with host families (once housing is secured, iCORI state background checks on individuals in the household are conducted solely by the Program Manager)
Schedule event spaces for interns and guest speakers to use throughout the summer program
Work with Senior Innovation Coach on scheduling, collaborating, and attending group sessions with interns.
Support planning and coordination of the summer program, including transportation and college liaison logistics, following program structure and direction provided remotely by the Program Manager
Coordinate and schedule remote and in-person intern training sessions, covering: being a respectful guest with host families, scenario-based training on engaging with towns and startups, and an introduction to MassHCIC’s summer work (sessions are hosted/led by the Program Manager)
Oversee and assist interns with their town-assigned tasks
Serve as the point of contact for all startup communications relayed by interns after the program ends

Required Qualifications

Education: Some college coursework

Experience:

Related work or internship experience in program support, coordination, or administration
Experience implementing projects or plans against a timeline
Experience with or exposure to developing performance measures/outcomes tracking
Familiarity with budgeting practices and financial management basics
Proficiency in Microsoft Office and Google Workspace

Certifications/Licenses: Valid driver’s license and access to a car are required for commuting across Cape Cod during the summer program

Preferred Qualifications

Prior experience working with student, host family, or volunteer programs
Experience coordinating with higher education institutions or community partners
Familiarity with grant application and administration processes

Knowledge, Skills & Abilities

Capacity to be self-directed while working as part of a larger team
Confident and effective public speaker
Strong organizational skills and attention to detail
Talent for empowering and coordinating with responsible, self-motivated students
Comfortable communicating with a range of stakeholders, including local government, businesses, and Board members
Reliable, responsive, and able to manage multiple concurrent deadlines
Data analysis and data collection skills
Familiarity with MS Office, Google Suite, Slack, and GoDaddy or other website management software is preferred.

Supervisory Responsibilities

All-Star summer internship cohort. May coordinate the work of student volunteers or applicants on specific tasks.

Physical Requirements / Work Environment

Hybrid work Fall through Spring, requiring proximity to Cape Cod and Greater Boston for in-person meetings, events, and program logistics; approximately 5–10 hours per week, varying with seasonal deadlines. Fully in-person, full-time (40 hours/week) during the summer program. Requires a car and the ability to commute across Cape Cod throughout the summer.

Compensation

Salary Range: $25/hour

Benefits Summary: [n/a — part-time/seasonal]

Approval

Prepared By: Adele Giovanniello

Approved By: Peter Karlson

Date: Oct. 6, 2026

Please email your resume and cover letter to adele@masshcic.org by Nov 6, 2026. Subject: LASTNAME_PROGRAM ADMINISTRATOR ROLE