Project Manager, Department of Opportunity Youth (SY24-25)

REPORTS TO: Senior Director of Opportunity Youth

POSITION OVERVIEW:

The Project Manager in the Department of Opportunity Youth will serve as an integral part of department operations, supporting project management, coordination of professional development and events, and partner management, data tracking and communications efforts necessary to advance the office’s strategic objectives. The Project Manager will facilitate the work of the department required by the district as well as assist with activities across the programs in OY, including the Home and Hospital Instruction Program, Homelessness Education Resource Network (HERN) and Attendance. Supporting the administrative needs of the Home and Hospital Instruction Program, specifically payroll, budget management, contract management/procurement, data management and coordination of student scholastic records, will be an essential function of the role. The Project Manager will work independently and confidentially to support the Director of Opportunity Youth as well as serve on cross-functional teams consisting of members from the various departments that work within, and interface with, the Department of Opportunity Youth. The Project Manager will maintain a smooth flow of communications and department functions, ensuring coordination and alignment across the Department of Opportunity Youth and other BPS departments. The time of the Project Manager will be split, with approximately sixty percent of time dedicated to the Home & Hospital Instruction Program and forty percent of time dedicated to other Opportunity Youth department responsibilities.

RESPONSIBILITIES:

Project Management and Administration Systems and Organizational Development

• Support the Coordinator, Home & Hospital Instruction in coordinating and disseminating student scholastic records at least weekly to schools to ensure timely and accurate student grading.
• Serve as a first point of contact for the Department, demonstrating excellent decision making skills and ability to act as a gatekeeper to route inquiries to appropriate parties on appropriate timelines.
• Support the Director in managing external partnerships and relationships, attend meetings with Director as needed
• Contribute toward achieving maximum productivity by providing high level administrative support to the Director, including effective management of a complex and detailed calendar; coordinating travel arrangements, assist with development of agendas.
• Assist in the development and oversight of Department management systems including record keeping, meeting notes, agendas, archive management using Google Drive.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Department, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response.
• Successfully complete critical aspects of deliverables with a hands-on approach.
• Work with Director to prepare high quality products such as Powerpoint presentations, flyers, brochures, letters that are visually appealing and convey concise yet comprehensive information.
• Aid in implementing new initiatives and systems for continuous improvement within the Department; provide technical assistance to staff for new systems; ensure quality of systems through training and management.
• Assist in identifying opportunities to develop and deliver professional development to department and district staff.
• Assist with development and implementation of project management tools such as work plans.
• Work with other BPS departments to align work with goals and priorities; contribute to planning and execution of Department-wide events, initiatives, and reports.
• Contribute to other projects of Staff who report to the Director, including the Home and Hospital Instruction Program, Homelessness Education Resource Network (HERN) and Attendance.

Grants, Financial & Data Management

• Responsible for data entry, administration and tracking of student and tutor data for the Home & Hospital Instruction Program.
• Support quality assurance of Home & Hospital Instruction Program by verifying student IDs provided by hospital vendors and verifying student record information in all invoices, scholastic records, timesheets and data tracking systems.
• Responsible for grant and general budget oversight through utilization of PeopleSoft; produce various reports and spreadsheets to track expenditures and manage budget.
• Assist in implementing improved procurement, budgeting and evaluation processes to increase the efficiency and effectiveness of the Department’s financial and data management systems.
• Assist in identifying potential sources of programmatic and operational financial support, including foundations and state and federal government sources.
• Draft and implement the annual and long-term development plan and monitor its progress.
• Assist Director in reviewing grant proposals for compliance with grant requirements, and be responsible for timely submission. Assist Director in ensuring reports and correspondence with funders meet deadlines and comply with grant requirements.
• Work with Director and department staff to set up and attend meetings with funders; prepare packets, background materials, and research to present to funders.
• Administer contracts and personnel forms; receive/process/track invoices and forms to ensure prompt payment to sub-contractors and employees.
• Develop and maintain strong working relationships with central office staff to expedite work.
• Compile, manage and maintain spreadsheets, graphs, reports based on data collected; and assist in grant and district monitoring requirements by providing reports as requested by the Director.
• Assists with project planning and implementation of related activities.
• Input and track department attendance for payroll, including for the Home and Hospital Instruction Program.

Marketing, Communications & Event Planning

• Assist Coordinator, Home & Hospital Instruction in communications to tutors and hospital vendors.
• Play a major role in the planning and coordination of department external events, such as the annual Attendance Symposium, Home and Hospital professional development and HERN professional development.
• Lead marketing and communications efforts which include ensuring a consistent, accurate, and compelling web presence; organizing the development of marketing materials (i.e. brochures, packets for partners/funders) and identifying new marketing & communications strategies.
• Research, identify and oversee solicitation of potential sponsors and conference exhibitors.
• Perform various duties that support the Director to maintain communications internally and externally; coordinate logistics for meetings.
• Play a major role in the planning and coordination of department professional development and external events.
• Create sponsorship materials for events and other programs.
• Manage event and program sponsors and exhibitors, including managing sponsor relations and deliverables.

Other

• Contribute to other ongoing department projects and perform operational duties as assigned.
• Provide general office support to maintain efficient department operation.

Qualifications - Required:

• Bachelor’s degree with 3-5 years administrative, managerial or professional experience in business administration
• Solid data and financial management skills; demonstrated experience in developing spreadsheets and reports/ database management (Excel, Access)
• Proficiency with Microsoft programs (Word, PowerPoint and Publisher); proficiency in developing/maintaining websites
• Excellent planning, project management and organizational skills with a strong attention to detail
• Able to use discretion and protect confidentiality in student and employee matters
• Very strong interpersonal skills, ability to develop good relationships and network with various populations; Strong written and oral communication skills
• Proven ability to analyze complex problems and propose appropriate solutions
• Strong ability to work as part of an active team, work simultaneously on multiple tasks and projects, prioritizing daily activities, and professionally represent division to partners both within and outside of the BPS
• Enthusiasm for working in the fast-paced environment and flexibility in performing multiple duties that apply to the success of the various grant initiatives
• Passion for improving the health and well-being of children
• Resident of Boston

Qualifications - Preferred:

• Master’s degree in business administration, finance, communications, nonprofit administration, or related field
• Knowledge of or experience with PeopleSoft
• Knowledge of or experience with grant administration
• Experience in office coordination in a large organization
• Experience with digital communications and social media
• Experience with managing the production of printed material, including brochures, leaflets, working with third party designers/printers to ensure brand and style is met.
• Experience managing and implementing projects
• Knowledge of administrative procedures in large school district, prefer experience within BPS
• Experience working in or with schools/districts

TERMS: Managerial, C42

The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, age, criminal record (inquiries only), disability, homelessness, sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics or military status, and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals’ dignity or interferes with their ability to learn or work.