Job Title

Position Title: Program Associate I - Community Use

Location: 1601 Farnsworth, Building C - Operations

Salary: $67,690 - $88,539

Reports to: Assistant Director, Auxiliary Services

Bargaining Unit: OSAS

Benefits Eligible: Yes

Telecommuting Eligibility: Not eligible for telecommuting

In accordance with the Agreement between the Organization of School Administrators and supervisors and the Detroit Public School Community District the following vacancy is announced:

Position Summary:

The Program Associate I will play a critical role in supporting the use of the District's buildings, athletic facilities, land, and other assets by responsible members of the community. This position will support the engagement efforts of all members of the community, political affiliations, internal athletic teams, external patrons, and all District events that take place after the traditional school day. Furthermore, the Program Associate I will lead engagement with our schools and external requestors by communicating the policies and procedures of the Office of Community Use. This position is crucial for ensuring the smooth execution of various events within our District.

Minimum Qualifications:

The ideal candidate will have most, if not all, of the following professional experience and competencies:

• Bachelor's degree or higher from an accredited college or university
• Three to five years' experience with a history of office management, event planning, and customer relations, in a professional setting
• Outstanding customer service skills to engage with diverse stakeholders
• Strong attention to detail
• Possess a strong understanding of event management, department policy, excellent communication (both written and oral) skills, and the ability to collaborate with multiple stakeholders to coordinate events effectively
• Proficiency with technology to complete work, including Microsoft products: Word, Excel, SharePoint, and Teams, as well as ability in ERP (PeopleSoft or similar system), and survey design tools (Qualtrics, MS Forms)
• Technologically adept with the ability to rapidly learn new event planning platforms
• Demonstrated organizational skills and experience implementing systems to manage office and responsibilities efficiently
• Experience executing multiple projects simultaneously within a data-driven environment
• Able to take initiative and learn quickly
• Reliable transportation to support daily attendance in office for this role

Essential Functions:

• Utilize school event reservation management software to create, manage, approve, and update event calendars for all schools within the District.
• Coordinate with school administrators, athletic department, teachers, staff, and community groups to gather event details, including dates, times, locations, insurance, and any special requirements.
• Track and reconcile invoices to ensure accurate financial reporting.
• Serve as point of contact with facilities vendors to ensure proper staffing, and coordination of events.
• Input event information accurately into the software system, ensuring all details are complete and up to date.
• Develop contacts and relationships with municipalities to coordinate compliance with current laws, ordinances, and regulations which petitioners are required to abide by.
• Monitor event schedules regularly to identify any conflicts or issues and work proactively to resolve against established policy.
• Communicate with relevant stakeholders to confirm event details, provide updates, and address any concerns or questions.
• Participate in developing strategic plans to improve the department's performance.
• Develop and deliver training for school-based staff, internal team members, external community partners on how to use the event management software effectively to input and update event information.
• Provide system reports, with all feedback, related to events, including feedback and any necessary follow-up actions to school leadership and stakeholder.
• Produce and analyze metrics from performance reports for efficiency and productivity.
• Performs other duties as assigned by supervisor.

Security Clearance:

Internal Applicants

If you are a current Detroit Public Schools Community District employee, you do not have to submit to a new security clearance, unless your new role requires a different type of criminal background check.

External Applicants

In alignment with Michigan law, if you are hired to fill a position, you will be required to submit to a Detroit Public Schools Community District criminal background check. Information regarding required background checks will be shared at point of hire.

Method of Application:

Applicants must apply through the online application system. Only applications submitted through the online application system will be considered for any posted position and all applications require a resume to be considered.

Successful candidates are required to submit official transcript(s) at point of offer to hire. Teaching service outside of the Detroit Public Schools Community District must be verified by the applicant's prior employer(s) prior to hire. It is the applicant's responsibility to provide all documentation (including copies) as requested.

Applicants requesting assistance during the application process should contact the Office of Human Resources via email at recruitment@detroitk12.org or phone at (313) 873-6897.

DPSCD does not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender identity, disability, age, religion, height, weight, citizenship, marital or family status, military status, ancestry, genetic information, or any other legally protected category, in its educational programs and activities, including employment and admissions opportunities. Contact the Civil Rights Coordinator for more information at (313) 240-4377 or detroitk12.org/compliance.