What are the responsibilities and job description for the Manager of School-Age Programs position at Grace Place for Children and Families?
Job Title: Manager of School-Age Programs
Reports To: Chief Program Officer
Classification: Exempt
Supervisory Responsibilities: none
Date: 11/08/2024
Our Mission: Grace Place puts faith into action providing pathways out of poverty by educating children and families.
Summary/Objective:
Under the leadership and guidance of the Chief Program Officer, the Manager of the School Age Programs (SAP) will provide administrative support to ensure high quality after school programs for over 500 students, at 3 sites, in grades K-12. The role involves administrative coordination, collaborating with internal colleagues and external stakeholders, and fostering community partnerships to enhance program impact.
Essential Duties and Responsibilities:
- Program Support- provide administrative support for three after-school and summer learning programs
- Manage SAP SharePoint channel and shared files in Teams
- Order program supplies and complete financial reporting procedures
- Complete program quality assessments and provide report to program chief
- Work with program chief to create professional development opportunities for staff
- Track staff professional development completion
- Administer student and teacher surveys
- Collect and review teacher weekly lesson plans
- Collect and file all program incident, accident, and behavior reports
- Create flyers and permission forms for SAP special events
- Ensure that program materials are accurately translated for Spanish and Haitian Creole speakers
- Manage Childcare Food Program (CCFP)
- Collaborate with Grace Place bus drivers to provide high quality, efficient transportation services
- Assist with program recruitment and enrollment
- Support managers with program incentives and special events
- Collaborate with program managers to onboard new partners and volunteers
- Support program managers in theme implementation for summer programming
- Fill in at programs as needed
- Other administrative duties as assigned
- Serve as Liaison between Grace Place and Collier County Public Schools
- Strengthen relations with administration and faculty at partner schools
- Coordinate CCPS-related events and communications, as needed.
- Manage CCPS transportation services
- Manage CCPS lease contracts
- Manage CCPS contractor badging for staff and volunteers
- Communicate with schools regarding student conduct/health issues
- Ensure that CCPS school leaders/Grace Place leaders are notified of relevant special events
- Partner with Exceptional Student Education (ESE) and English Language Learners (ELL) departments to provide continuity of services in the after-school hours.
- Ensure that the Grace Place and out-of-school time services/curriculum support the school-day initiatives
- Advertise Grace Place programs at partner schools through a variety of methods
- Create opportunities for Grace Place staff to recognize and appreciate CCPS staff
- Lead program team in adoption and compliance with CCPS safety protocols
- Plan and implement special events as directed by the Chief Program Officer to support program goals
- Manage and grow partnerships and collaborations to benefit Grace Place
- Establish new program partners that support the mission of Grace Place and document agreements in MOUs.
- Serve as the key contact with collective community efforts such as Future Ready Collier, Healthcare Network, United Way, Collier County Government Departments, etc.
- Maximize relationships with organizations that bring benefit to the Grace Place youth—Cal Ripken Foundation, Out of School Time Initiative, David Lawrence Center, United Arts Council, etc.
- Coordinate regularly with the Education Committee to schedule meetings, provide updates on program progress, and support partnership initiatives for Grace Place under the direction of the CPO
Qualifications:
Education:
- Minimum of a bachelor’s degree in education, social work, communications, business or public administration, or other relevant course of study
- Must obtain Florida DCF certificate within 1 year of employment.
Experience:
- At least 1 year of relevant professional experience is preferred.
Physical Demands:
- This role requires flexibility to work across multiple sites with varying physical environments. Responsibilities include bending, sitting, standing for extended periods, and occasionally lifting objects weighing up to 40 lbs as needed.
Knowledge, Skills, and Abilities:
- Bilingual skills (Spanish or Haitian Creole) are preferred
- Administrative/Organizational proficiency
- Time management expertise
- Strong Communication skills- written, verbal, and group presentations
- Community engagement skills- ability to develop new and strengthen existing partnerships
- Recruitment expertise- ability to develop and implement student and family recruitment strategies to maximize program enrollment
- Networking and Relationship building proficiency- establishing and maintaining relationships with partners, parents, volunteers, donors, community leaders, and other organizations.
- Collaboration and Teamwork abilities- effectively work with a diverse team of staff, volunteers, and community members to accomplish a goal
- Passion for the Grace Place Mission- a genuine passion and commitment to the Grace Place mission to support student academic growth
- Basic Microsoft skills: Outlook, Teams, Word, Excel, and PowerPoint
Benefits:
- Generous Paid Time Off policy
- Medical, Dental, Vision
- Short and long term disability
- Company sponsored Life insurance
- 401k with a match
Additional Information:
As members of the Grace Place team, we all value and support the Grace Place Vision, Mission, Faith Statement and Organizational Core Values.
Work Environment: Position requires working in numerous locations which include varied temperature, noise level, and other factors that may affect a person’s working conditions while performing the job.
Position Type and Expected Working Hours: Full-time. Anticipated working hours are 8:30 a.m.-6:00 p.m., Monday-Thursday and 8:30 a.m.-12:30 p.m. on Fridays (remote)
Physical Demands: This role requires flexibility to work across multiple sites with varying physical environments. Responsibilities include bending, sitting, standing for extended periods, and occasionally lifting objects weighing up to 40 lbs as needed
Additional Eligibility Qualifications: Valid driver’s license and acceptable driving record. Must successfully pass a background check with FDLE fingerprinting.
Organizational Competencies:
The following competencies are organizational in nature in that all Grace Place employees are expected to exhibit these competencies and will be part of the basis for their performance evaluation.
Work Ethic and Commitment: Extent to which the employee takes pride in his or her work and is dedicated and committed to excellence in personal goals and organizational mission. Extent to which a significant volume of quality work is performed efficiently in a specified period of time; employee is a peak performer with a high energy level.
Initiative and Problem-Solving: Degree to which employee takes active steps to set and achieve tasks/goals on a timely basis. Is a self-starter and solution-seeker who possesses a sense of urgency and takes action with minimal instruction. Is able to identify issues/problems and possible solutions and is willing to act on the solutions.
Service Orientation: Extent to which the employee understands and exhibits behaviors that enhance and improve the experience of various stakeholders: students/families, volunteers, donors/supporters, and community partners. Knows and acts upon what it takes to deliver value. Makes a genuine effort to listen to stakeholders and seeks to understand and resolve needs/issues.
Judgment and Decision Making: Ability to arrive at sound decisions in a timely manner with positive results. Understands and utilizes core values of organization and relevant policies and seeks appropriate guidance when needed.
Quality, Care, and Dependability: Extent to which work is accurate, thorough, and neat. Degree of reliability in performing tasks, following instructions and meeting deadlines. Employee possesses the ability to produce reliable work without follow-up or inspection.
Teamwork and Interpersonal Relations: Extent to which employee is positive and projects a willing-to-please attitude, cooperation, and team spirit. Understands goals of the department, as well as collaboration with other departments, and is willing to accommodate the personnel, tasks, and situations involved in order to accomplish department and organizational goals. Consider employee relationships with other staff, volunteers, students/families, and community partners.
Communication Skills (oral and written): Communicates effectively and accurately both orally and in writing with individuals and groups; presents ideas in an organized, clear and concise manner; employs tact and discretion; listens well; offers appropriate feedback. Listens to others. Communicates with a clear message and is open to different perspectives. Ensures that the receiver hears and understands the message.
Job Knowledge and Technical Skills: Extent to which the employee possesses the practical and technical knowledge of duties, functions, work safety procedures, policies, and takes responsibility for reviewing and upgrading areas of expertise and development of new skills as needed.
Planning and Organizing: Level of effectiveness in planning and organizing daily work. Ability to achieve short- and long-range objectives. Assess organization of work and time management skills.
Professional Image: Extent to which the employee projects a professional image through appearance, conduct, and work areas.
Equal Employment Opportunity Statement:
Grace Place values diversity in the workplace and among our partners and other stakeholders.
It is the policy of Grace Place to provide equal employment opportunities to all qualified employees and applicants on the basis of experience, training, education, and ability to do the available work without regard to race, color, religion, sex, national origin, age, disability, marital status, pregnancy, veteran status, sexual orientation, gender identity, genetic information or any other protected characteristic under applicable law. This policy relates to all phases of employment, including, but not limited to, recruiting, employment, placement, promotion, transfer, demotion, reduction of workforce and termination, rates of pay or other forms of compensation, selection for training, the use of all facilities, and participation in all company-sponsored employee activities. Provisions in applicable laws providing for bona fide occupational qualifications, business necessity or age limitations will be adhered to by Grace Place where appropriate.
Employees and applicants shall not be subjected to harassment, intimidation or any type of retaliation because they have (1) filed a complaint; (2) assisted or participated in an investigation, compliance review, hearing or any other activity related to the administration of any federal, state or local law requiring equal employment opportunity; (3) opposed any act or practice made unlawful by any federal, state or local law requiring equal opportunity; or (4) exercised any other legal right protected by federal, state or local law requiring equal opportunity.
The above-mentioned policies shall be periodically brought to the attention of supervisors and shall be appropriately administered. It is the responsibility of each supervisor at Grace Place to ensure affirmative implementation of these policies to avoid any discrimination in employment. All employees are expected to recognize these policies and cooperate with their implementation. Violation of these policies could be considered a disciplinary offense.
Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
