About the Role
The Program Coordinator is a person who ensures every family's journey through Momento is seamless, supported, and handled with care. You'll monitor incoming family applications, match them with the right volunteer photographer, and manage the gift and print fulfillment process that puts a lasting memento in a family's hands.
This role starts at 1-2 hours per week, with the potential to grow as Momento scales and serves more families. You'll report to Executive Director Kristyn Back, transitioning to the Director of Operations once that role is filled, but always working closely as a team.
What You'll Do
Application Monitoring & Family-Photographer Matching
- Monitor incoming family application alerts and ensure each one is acknowledged and tracked in Asana
- Review family details and help facilitate the appropriate volunteer photographer match based on location, availability, and fit
- Communicate with photographers to confirm session claims and provide family details
- Update application status and tracking fields in Asana as families move through the process
- Maintain accurate family and contact records in HubSpot
Gift & Print Fulfillment
- Coordinate with photographers to ensure photos are uploaded to ShootProof and backed up to Dropbox
- Manage the photo selection and print ordering process through Bay Photo
- Track print shipments (this comes straight to your inbox) and confirm family delivery
- Ensure the Momento experience meets our standard of care and quality
Family Communication & Follow-Up
- Send family communications at key touchpoints — application received, session scheduling, gallery sharing, and print delivery
- Coordinate release forms via HelloSign
- Conduct post-session follow-ups at scheduled intervals to check in with families
Requirements
- Self-disciplined, organized, and thoughtful approach to work
- Ability to thrive in a remote work environment with minimal supervision
- Flexibility to adapt to change and support new initiatives
- Familiarity with Google Suite, Hubspot, Asana, Slack
Note: This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Additional duties may be assigned.
Who You Are
- Mission and values-aligned. You understand that behind every system you build and every process you improve, real families are experiencing some of the hardest moments of their lives. That matters to you. And you can embody our values.
- Detail-oriented and reliable. Families are counting on you, and nothing slips through the cracks on your watch.
- Comfortable with technology. You'll work across multiple platforms — Asana, HubSpot, ShootProof, HelloSign, Dropbox — and can navigate them confidently or learn quickly.
- Compassionate & Experience-Minded. Every interaction you have represents Momento to a family during one of the most difficult seasons of their lives. Empathy and professionalism are essential.
- Self-directed. At 2 hours per week, you need to manage your time well, prioritize what matters, and flag issues early rather than letting them sit.
- A clear communicator. Whether it’s a note to a photographer, a message to a family, or a phone call to handle an issue, you communicate with precision and warmth.
- Self-aware, empathetic, and authentic. You have the emotional intelligence and intentionality to support people through hard things, including protecting your own boundaries and caring for yourself in this challenging work.
Details
- Hours: Approximately 1-3 hours per week (with potential to grow)
- Location: Fully remote
- Compensation: $22–$28/hour, commensurate with experience
- Reports to: Kristyn Back, Executive Director (transitioning to Director of Operations once hired), working together as a team
How to Apply
Please send a cover letter and resume to info@momentofoundation.org. In your cover letter, please tell us about your connection to our mission and an experience where your compassion and thoughtfulness changed the outcome of a situation.
