Program Manager, Executive Office (Education Workforce Housing)

Job Description

Job Description

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This is a full-time limited-term position offering full benefits until June 2025, possibility for extension is contingent on grant funding.

SUMMARY

The Program Manager reports to the Senior Project Manager and assists with the planning and coordinating of project initiatives, its procedures and operational details for training programs, meetings, conferences and related events. This role provides administrative, logistical and communication support for these events. The Program Manager will also provide data analysis to customize programs and make strategic recommendations to enhance the effectiveness and impact of Association events and project initiatives. This position acts as a liaison with educational, community, public, and member agencies; collaborates between departments; and performs related work as required.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Provides direct comprehensive support for a grant from the Chan Zuckerberg Initiative related to the development of education workforce housing using district property.
• Acts as a liaison between internal CSBA departments, project partners, CSBA members and other 3rd parties.
• Manages reports for grant-funded projects, ensuring compliance with grant guidelines, tracking expenses, and preparing timely and accurate reports for funders.
• Collaborates with school districts, housing authorities, community organizations and other relevant stakeholders to understand their needs, build partnerships, and coordinate efforts to develop affordable education workforce housing solutions.
• Coordinates activities (calendar, travel, logistics, meeting materials, etc.) for the Senior Director and Senior Project Manager; anticipates needs and determines the information and / or documents required.
• Coordinates meetings and acts as on-site logistics coordinator.
• Coordinates and assists with special projects.
• Plans, prepares, organizes, coordinates and executes Association seminars, workshops, meetings, training programs and related activities; manages programs and workshops during conferences.
• Develops and implements goals, objectives and procedures for assigned events and programs; Ensures all deadlines are met.
• Manages and coordinates cross-functional teams; leads status meetings; trains staff members on event administration policies and procedures.
• Composes and edits agendas, correspondence, presentations and other documents.
• Attends planning committee meetings; assists with making committee recommendations; takes meeting notes and provides recaps; schedules and facilitates planning calls and debrief meetings; facilitates effective communication among committee members.
• Coordinates logistics for select meetings and events, including hotel reservations when required, audio-visual equipment and catering.
• Processes contracts, invoices and expenses.
• Manages contract negotiation and approval process for assigned meetings and events with hotels and vendors in compliance with Association standards and time and budget estimates.
• Manages and act as a point of contact for assigned staff, independent contractors, third-party suppliers and vendors responsible for venue preparation, audio-visual resources, food and beverage, accommodations, or other event-related services; manage the assigned vendors to ensure all milestones are achieved on time and on a budget before, during and after the event. Assists the Senior Project Manager with organizing and managing events, determining, developing and preparing agendas and materials.
• Monitors budgets for events and training; maintains event supplies and equipment.
• Contributes to the development and marketing of events and training programs; manages event-related email communications; develops content for event promotion and email marketing.
• Coordinates production, printing and dissemination of program documents.
• Coordinates with marketing and IT for website updates; maintains registration websites; creates and publishes content on WordPress Content Management System.
• Leads the planning and implementation of event applications; customizes app features and manages content creation; Provides basic application support; develops and delivers related training materials; monitors app analytics and participant feedback.
• Acts as a representative to attendees and staff regarding questions, problems, concerns and activities; demonstrates respect, honesty and professionalism at all times.
• Travel throughout California to training and meeting sites as required.
• Maintains confidentiality.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

EDUCATION & EXPERIENCE