Program and Administrative Coordinator


Part-Time @ 25-30 hours/week

Position is available now until filled


Our Mission

Gaia Passages centers youth expressing their full selves in multicultural nature-based programs, empowering all to connect deeply with Earth wisdom within an intergenerational community of support and creative play. 

Our Vision

We envision a world where humans embody love for our earth, each of us acting with justice and compassion, honoring our creative selves, one another, and all our wild relations.

Our Programs

As of 2022, Gaia Passages offers School Year programs October through May in the East Bay, Marin, and Santa Cruz for youth ages 7-14. In the Summer, we offer weeklong summer day camps for youth ages 7-11, and backpacking trips for youth ages 12-15. Elders/ anchors are an integral part of most programs, as a support to Guide staff and participants, and some program circles have teen apprentices.


Essential Qualifications for Program and Administrative Coordinator Role

  • High organizational skills and sharp attention to detail;
  • Creative problem solving, collaboration, and interpersonal skills; Demonstrated passion for the mission and vision of Gaia Passages;
  • Experience with working on a team;
  • Loves going above and beyond to help customers;
  • Cross Cultural skills in relating with adults and children of diverse heritages and class backgrounds as well as a strong commitment to social justice and diversity, equity and inclusion work; and
  • An ability and willingness to participate in shared leadership 

Position Overview

The Program and Administrative Coordinator (PAC) is a vital member of the Operations Team. 

The PAC’s primary responsibility is to ensure a top-quality experience for the organization’s nature connection programs.  They are the first point of contact for customers, volunteers, and employees at Gaia Passages.  

The PAC works closely with the Program Manager (PM) to support program registration, administration, and staff as well as volunteer onboarding. In addition, the PAC works with the Operations Team to support communications and outreach strategy and implementation with the staff and board. 

The PAC we are looking for is a team player, master multitasker with excellent communication skills, and an upbeat attitude.  The PAC should be able to assist management, program staff, and prospective participants by handling administrative tasks, providing polite and professional assistance via phone and email, and generally be a helpful and positive presence in the workplace. 

The PAC should be professional, polite, and attentive, while also being accurate.  They should be prepared and responsive, willing to meet each challenge directly. The PAC must have a proficiency using google suite and spreadsheets, a willingness and ability to learn other online systems, and have strong abilities in both verbal and written communication. Most importantly, the PAC must have a genuine desire to serve others on the team, and to be a strong support in our larger ecosystem.

This is an hourly position based on an average of 20 hours of work per week. This position is supervised by the Program Director (PD).

Position Details

Program Registration 

  • Work with online platform to create and manage registrations for school year, and summer programs, including managing waiting lists and processing refunds
  • Customer Support: answer emails and phone calls from potential participants and help them through the registration process 
  • Send out communications and updates to new and current families
  • Generate participant reports as needed 
  • Process scholarship applications with the support of the PM and PD.
  • Coordinate work-trade tasks for scholarship recipients and other volunteer positions

Program Administration

  • Attend weekly Program Team meetings
  • Draft and send out weekly reminders to staff
  • Keep office supplies stocked as needed
  • Support with purchasing, tracking, and organizing food and program supplies for guides
  • Infrastructure Coordination and Preparation for guides with Rite of Passage Campouts, Summer Camps and Backpacking Trips on an as needed basis
  • Support shared leadership model and practices through meetings and committee work

HR Support 

  • Customize contracts for program staff 
  • Collect (mostly digital) paperwork from new employees 
  • Onboard guide staff in Gusto
  • Support volunteer recruitment and communications
  • Support Program Manager in other onboarding and training activities


  • Update website as needed
  • Support Marketing Contractor with monthly e-newsletters 
  • Support Marketing Contractor with regularly scheduled social media posts and other online networks
  • Organize and support public tabling events including public fairs, open houses, farmers markets (in person and/or virtual)
  • Answer emails and phone calls from potential participants or direct them towards appropriate person on staff

Additional Administrative 

  • Help teammates and board members with additional projects as needed
  • Retrieve mail from the Oakland office once a week 

Desired Education and Experience

  • High School Diploma or equivalent
  • Prior administrative experience
  • Prior marketing and design experience
  • Excellent computer and online application skills
  • Professional writing skills
  • Great public speaking and presentation skills
  • 1-2 years of experience in youth education;
  • Experience with Social Emotional Learning (SEL) and nature-based curriculum;

Job Requirements

  • Ability to work in-person at the office for at least 1-2 days a week
  • Ability to work a flexible schedule, including some afternoons, evenings and weekends
  • Ability to independently transport oneself and supplies to the GP office and to field sites which may or may not be within easy reach of public transport
  • Ability to work at a computer for up to 8 hours per day
  • Ability to lift and carry 40 pounds preferred
  • TB test and Livescan background check complete prior to first day of employment


This is an hourly position based on an average workload of 25-30 hours per week. 

To Apply

Please read through our website to get a thorough understanding of our organization.  Contact with resume and cover letter for consideration. Applications are being accepted on a rolling basis, with the job open until filled. 

Gaia Passages is committed to being a diverse, inclusive, and equitable workplace collective, where all employees and volunteers, whatever their gender, race, ethnicity, national origin, age, economic status, sexual orientation or identity, education or ability, feel valued and respected.  

We are committed to a nondiscriminatory approach to hiring and workplace culture. We provide equal opportunity for employment and advancement within our organization.  We welcome diverse life experiences and heritages.  We encourage applications from BIPOC, LGBTQIA folx, Elders, and Young Adults. Non-traditional work and learning histories are welcomed with no formal academic requirements.

Have A Question?