Program Information Coordinator (PIC)

  • Job Tracking ID: 512242-853545
  • Job Location: Phoenix, AZ
  • Job Level: Mid Career (2+ years)
  • Level of Education: BA/BS
  • Job Type: Full-Time/Regular
  • Date Updated: April 28, 2023
  • Years of Experience: 2 - 5 Years
  • Starting Date: March 1, 2022

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Job Description:

General Summary:

Fulfill the acquisition, production, and dissemination of program information within your assigned region, ensuring timely and relevant data and content for use by Development and Communications. The PIC has the ability to write and edit copy for cross-channel assets, including print, digital, email, app, and social. The right candidate will be able to deliver engaging, focused, accurate copy for a wide variety of projects; own assignments from concept to initial draft to deployment; and contribute to the evolution of PWNA’s voice.

Includes planning (internal and external), information gathering (onsite, online and remotely), effectively packaging, publishing, composing and distributing information in a fashion that meets the needs of target audiences, collaborating across teams to develop and drive story telling opportunities by using data, insights, and information.

The PIC is also responsible for coordinating information needs and deliverables from contract staff, outside vendors and collaborators, as well as in-house program team assignments to ensure all deadlines are met. Overall, fulfill the program information needs (imagery and storytelling) to meet business objectives of the Development and Communication Departments, composing fundraising content such as need and service stories, newsletter and impact stories, education pieces, multimedia, statistics about our work and the need for our work, materials on issues in Indian country and materials as requested for training or other purposes.

Position-Specific Responsibilities:

  • Photography: In person or in collaboration, secure requested and general images to portray in compelling ways the people we serve (partners, participants and communities), apparent needs, community distributions or products being home-delivered, training in progress or other work being accomplished. It is important for photos to be candid and compelling to resonate with donors.
  • Multimedia: Develop or manage development of audio/video/multimedia content and real-time or professional photographs or film.
  • Submitted Images: Coordinate with program partners, collaborators or contract photographers to secure their images that support our work, need for the work and impact stories.
  • Photo Permissions & Distribution: Ensure releases are in place for images secured. Ensure all photos are published in the Program Library in high resolution and thumbnails, with key-word coding (such as DBAs, reservation, community, individual, service, and other info that will aid rapid searches by Development and other end users).
  • Story Development: In person or in collaboration, secure requested and general stories to portray in compelling ways the people we serve (partners, participants and communities), apparent needs, community distributions or products being home-delivered, training in progress or other work being accomplished. It is important for stories to portray need, our work and impact to donors
  • Copywriting:Write clear, concise, engaging copy for marketing/communications, editorial, and seasonal campaigns. Self-edit and proof to ensure information is factually and grammatically correct and, most importantly, on brand. Develop productive, collaborative partnerships with Program team and external partners to deliver robust, compelling and detailed content.
  • Reports from the Field: Demonstrate comfortability planning and executing digital media, serving as Communications representative from the field to produce real-time videos and digital features.
  • Newsletter Stories, Donor Impact Report & Campaigns: Develop final version high-impact stories for use in ongoing and seasonal campaigns, monthly donor impact reports and quarterly newsletter, including supporting photos.
  • Media Support: Work with Programs team to identify partners and beneficiaries available for media interviews or quotes, securing participants in a timely fashion to help secure press coverage and securing their photos and releases when needed.
  • Submitted Stories & Quotes: Coordinate with program partners, collaborators or participants to secure their stories and quotes that support our work, the need for the work and meaningful impact. Stories need to go beyond an expression of gratitude to explain the nature of the impact and how/why it was meaningful to the participant or community.
  • Story Permissions & Distribution: Ensure releases are in place for any stories secured. Ensure all stories are published in the Program Library in an editable format such as MS-Word, with key-word coding like that used for photos to aid rapid searches by Development and other end users).
  • Reporting: Work with Grants Manager to know which donors and vendors require donor reports and help coordinate and secure info needs, such as photos, quotes and success stories.
  • Demographics: Research and improve demographic information about communities we serve for grant, LTS and seasonal projects), as well as historical information that informs realities today or demonstrates positive change.
  • Global Statistics: Work with Programs to vet Global Stats for each service, by month and DBA. Utilize Acumatica to pull service stats and costs as needed by Development for fundraising purposes.
  • Native Statistics: Annually update Native Stats and source sites. Monitor and report current news stories that include stats relevant to our work.
  • Research Updates: Annually replace any outdated reports with new information. Ensure all departments are working from current information.
  • Weekly Updates: Issue a weekly update to Program Library users indicating any new photos, stories, quote sheets or stats posted in the library, as well as any Research updates or news stories relevant to our work.
  • Program Library: Ensure technical maintenance and administration of the Program Library and keep library users abreast of new uploads through a Weekly Update.
  • Awareness: Stay informed of comprehensive information needs as well as project activities to coordinate best opportunities for information gathering. Establish and maintain good working relationships with program partners to support info-gathering, success stories and imagery.
  • Travel: To gather imagery, stories and quotes from the reservations, work with program partners, participants or other staff to schedule and complete field trips that are both cost-effective and time-effective for highest ROI and multipurpose needs. Upon return, immediately develop the content for use by Development and other departments and upload it to the Program Library.
  • Trip Reports: Before and after any travel, provide your immediate supervisor with a well-documented trip plan (outline any visits, what PIC needs they fulfill, and expected cost), and a final trip report (visits completed, needs met, final cost and workaround plan for any unmet needs).
  • Budgeting: Develop, monitor and control expenses for PIC workload in alignment with approved budget.
  • Other duties, as requested.

Experience and Skills:

Education Requirements

  • Bachelor’s in Communication, Public Relations, Marketing or Fundraising
  • 3 years’ experience in journalism, marketing, public relations, reporting, or related field.
  • Research, report-writing and publishing story experience
  • Experience with photography and real-time video
  • Knowledge of Microsoft Office Suite, Photoshop, SharePoint and internet web browsers

Applicants should include a portfolio or writing samples with their submissions.


Additional Skills for Success

  • Able to convey and deliver info for use in print, web, and multimedia messaging
  • Can be creative, insightful and innovative in how info is packaged and delivered
  • Strong organizational and management skills for multitasking and handling large volumes of info
  • Effective relationship and customer service skills
  • Able to interact appropriately and effectively with people of different cultures

Work Conditions

  • 45% planned travel throughout the assigned region
  • Frequent or prolonged periods may be spent outdoors in the elements or working around animals
  • Typical office environment when not on travel; telework may be authorized as appropriate
  • May work sporadically in a warehouse environment and around warehouse equipment
  • Will work with people of diverse backgrounds and cultures