Position:  Program Director for Children’s Craniofacial Association

Estimated Start Date: October 2025
Salary Range: $45,000 – $50,000
Benefits: Insurance + PTO
Applications close Aug. 15, 2025

General Description of Position: The Program Director oversees the execution of CCA programs and services for direct service clients, the patients, families, medical providers, and general public that CCA serves. The Program Director will keep thorough records, compile reports to provide data on clients served, and should be able to sufficiently evaluate programs’ effectiveness annually and make recommendations to the Executive Director.  Furthermore, the Program Director will develop annual program plan and calendars and create, monitor, report on, and reconcile program service budgets.

Minimum Qualifications

  • Bachelor’s degree in nonprofit management, event planning, communications, hospitality, or a related field preferred; equivalent experience may be considered in lieu of a degree.
  • Minimum of 5 years of progressively responsible experience in event planning, program management, or related roles, preferably within the nonprofit sector.
  • Demonstrated computer and software proficiency, including strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, etc.), Google Workspace, Zoom, and event/project management software (e.g., Asana, Airtable, or similar).
  • Experience managing virtual and in-person events, including logistics, vendor coordination, budget tracking, and volunteer/staff oversight.
  • Strong written and verbal communication skills; ability to engage effectively with diverse stakeholders including donors, staff, volunteers, and community members.
  • Proven ability to manage multiple projects simultaneously, meet deadlines, and adapt in a fast-paced environment.
  • Familiarity with donor management databases (e.g., Network for Good, Salesforce, DonorPerfect, or Bonterra) is a plus.
  • Ability to work evenings and weekends as required for events and programs.

Specific Responsibilities:

  • Conference & Event Planning
    • Annual Family Retreat & Educational Symposium:
      • Manage a Retreat 2-year plan. Negotiate hotel and manage all hotel contracts; understand hotel contract principles like attrition, BEOs, portage, concessions, rooming and pick up lists, etc.
        • Training available
      • Research and select all Retreat vendors (childcare, entertainment, etc.); interface with groups that can provide group travel services, and offsite activities for the Retreat weekend; network with event planning groups.
      • Recruit volunteers and manage their participation in Retreat.
      • Plan the Educational Symposium and recruit speakers and presenters.
      • With the Executive Director, oversee all aspects of the Retreat, including the budget.
      • Own and manage all registration activities for the Retreat, from distributing applications, hotel room booking, coordination of families’ travel, answer questions, ensure all families have taken the required Safe Spaces trainings, collect information regarding meals/events they plan on attending, make sure everyone sends in a photo for the program and manage the headcount/waitlist.
      • Manage all aspects of Retreat scholarships, from application to award of travel stipends.
      • Work closely with the hotel contact for room layouts, head counts for meals, dietary restrictions, parking vouchers and any other special requests.
    • Craniofacial Acceptance Month Gatherings:
      • Recruit and help promote the event hosting model.
      • Send out gathering/hosting suggestions to any new families wanting to host.
      •  Represent CCA to craniofacial centers and families who are wanting to host events to make sure their needs are met, including sending out applications for those who are requesting funding and then reviewing their requests with the Executive Director.
      • Email each applicant a decision and for those approved, submit check requests once receipts are received and submit for payment.
      • As events are planned, submit marketing request forms.
      • For the local Dallas event, book entertainment, food/beverage/volunteers, etc. and be onsite manager, setup, breakdown, volunteer manager, etc.
      • Point person for all aspects of the event.
    • David Roche Award Virtual Event
      • Recruit and work closely with Outreach Director to promote and encourage nominations.
      • Communicate with nominees and organize the nominations.
      • Provide administrative support to organize pre-show event meetings for both the selection committee and the nominees.
      • Prepare documents for nomination meetings.
      • Communicate with nominators and submit marketing forms for social media promotion.
      • Serve as a point person during the online event.
  • Other Events as Requested
  • Emotional Support, Educational Support, Peer Networking: Provide emotional support to craniofacial families. Connect families with similar experiences. Take phone calls and answer emails/social media messages with compassion and warmth; listen to our members as a peer advocate/mentor. Reach out for additional help when necessary and refer to appropriate resources. (Training is required on an ongoing basis.)
  • Family Networking: Keep an updated and current list of parents/patients with specific syndromes who will network with families who have children with the specific syndromes; facilitating matches with warm introductions and following up to check in on how the networking is progressing.
  • Phone and Email Contact: First line to answer phone calls from families and determine appropriate information to distribute. Provide warm, welcoming peer support to new families over phone and email.
    • Data Management: Managing the CRM database of families by regularly adding, updating, and curating family records and generating reports.
    • Creating & Distributing Information Packets
  • Training: Take appropriate trainings to act as a peer mentor / advocate and document continuing education on these topics, including bullying prevention, sexual abuse prevention, supporting patients, caregivers, and community members, professional ethics in peer support organizations, and more.
  • Newsletter: Responsible for planning certain areas of the newsletters. Develop timeline and plan, identify and solicit authors, gather articles and submit to editor on a timely basis; this work is done in close communication with the Outreach Director.
  • Manage, Support, and Solicit Craniofacial Center Relationships: Actively engage with ACPA approved teams. Meet new providers each year, as established in program goals. Reach out on behalf of CCA to introduce organization, recruit new families, and provide materials to centers. Develop relationships with clinic directors, social workers, and patient coordinators at craniofacial centers.
  • Care Packages: Organize, accept, and manage care package supplies and requests. Ensure sufficient resources exist to fill care package requests. Actively seek out families who need support and offer it via care packages. Manage Amazon WishList, care package donation drives, thanking and coordinating volunteers who donate supplies, and solicit donations for care packages. Distribute and mail care packages weekly.
  • Fundraising: Participate fully as a member of the team. “Always be fundraising,” mindset. Seek out in-kind donations for programs and services. Assist with donation drives, peer to peer fundraising activities, and events. Be knowledgeable about how to donate to CCA and answer appropriately if anyone asks.
  • Office Management: Ensure care and proper utilization of CCA resources at the CCA office. Clean and organize the space regularly. Manage all event-related inventory. Check the mail and route items to the staff team.
  • Financial Assistance: Provide applications to families who want to apply for assistance; work with craniofacial centers to identify patients who may need assistance; collecting data from applicants and packaging it into a weekly review for the Financial Assistance Committee for approval. Distribute financial assistance to families by booking hotels, airfare and/or refer airfare applicants to partner organizations. Coordinate with other service-providing organizations. Generating check request forms for qualified families; following up with families to collect receipts; reminding families who’ve been awarded assistance to send receipts (based on a detailed log you manage); filing and organizing receipts for the annual audit; and managing the use of funds by families.

Interested applicants should submit the following materials on the online job form. (Linked here.)

  1. Resume highlighting relevant experience, qualifications, and education.
  2. Cover letter explaining your interest in the position and how your experience aligns with the role and the mission of our organization.
  3. (Optional but encouraged) Portfolio or examples of past event/program materials (e.g., event plans, promotional content, run-of-show documents).
  4. At least 3 References – professional in nature – with description of relationship and contact information.

APPLY HERE