Carmel Education Foundation Program Coordinator


DATE:          Accepting applications through July 30, 2021; start by September 1, 2021
POSITION:    Program Coordinator
LOCATION:   515 E. Main Street, Suite 124, Carmel, IN  46032
FLSA:          Non-Exempt: 20 hours per week, 12 months. Flexible schedule.
                  Carmel Clay Schools holiday calendar observed throughout the academic year.  Initial pay is $15/hour. 


Carmel Education Foundation (CEF) is the non-profit, 501c3 funding partner of Carmel Clay Schools (CCS).  Our mission is to support Carmel Clay students in academic achievement and lifelong learning.  We accomplish this by raising funds to award teacher and student grants, to provide resources and programs for students, families, and teachers, and to present more than 100 annual scholarships.  

The program coordinator will primarily assist the executive director and board members in coordinating fundraisers and programs including the annual Ghosts and Goblins 5k/2k, Taste of Carmel, Educator Honor Roll, Great Idea! Grants, and CEF Scholarships.  

The selected candidate will be dependable, willing to take initiative, flexible, adaptable and will respect confidentiality.  Our programs and events overlap in planning, and, on any given day, the coordinator may work on multiple projects. 

Essential Duties:

  • Assist in producing events by collaborating with the event chair, maintaining timelines and digital/paper files, corresponding with vendors, and organizing event aspects as assigned.

  • Support grant and scholarship processes by documenting and organizing applications and related materials; correspond with applicants via email and phone.

  • Record donations and send appropriate acknowledgement.

  • Manage data from Google applications/forms to prepare certificates, awards, and other presentation materials for recognition programs (honor roll, grants, scholarships).

  • Gather data for preparation of annual impact report.

  • Perform other duties as required.

Essential Knowledge, Skills and Experience:

  • Detail oriented and organized.

  • Significant working knowledge of Outlook, Microsoft, and Google Suite (particularly Word, Excel, Publisher, Docs, Sheets, and Forms)

  • Ability to professionally and tactfully communicate via email and phone.

  • Proven initiative, creativity and problem-solving skills. 

  • Ability to create professional flyers or materials in Canva or Publisher is helpful. 

  • Knowledge of Carmel Clay Schools is helpful.

  • Must pass a criminal history check, or have a current background check on file with Carmel Clay Schools.

Personal and Professional Responsibilities:

  • Support the philosophy and vision of CEF.

  • Create positive relationships with CEF board members and CCS personnel.

  • Display courtesy, tact, and respect when dealing with CEF constituents.

  • React to change productively.

Education and Work Experience:

  • Associate or Bachelor degree, or related experience, in education, business, or non-profit administration. 

  • Experience with a non-profit organization, education, or event management preferred.

Regular Work Hours/Travel Requirements:

This position will require working approximately 20 hours per week throughout the year. Hours are flexible with some ability to work from home. There may be occasional evening or weekend hours for board meetings and events.  This is not a CCS position, but all Carmel Clay School holidays will be observed during the academic year, and work will not be required on those days.  This is a January – December position and work may be required when school is not in session (i.e. spring break, winter break, summer break).  Minimum travel between Carmel Clay School buildings may be required.


Applicants are asked to send a resume, or a list of related work and/or volunteer experiences, along with a cover letter including why you want to be part of CEF.  Please include your availability and contact information for two references.  Applications will be accepted through July 30, 2021.

Questions may be directed to Jennifer Penix, 317-844-9961 x2680 or

Please email PDF applications to Jennifer Penix, Executive Director,, or mail to:


Carmel Education Foundation

515 E. Main St., Suite 124

Carmel, IN 46032

Attn: Program Coordinator Position


CEF Program coordinator position