What are the responsibilities and job description for the PROGRAM COORD CAFE SITE MANAGER - GREENWAY ES position at Metropolitan Family Service?
Metropolitan Family Service
Position Description
Position Title: Program Coordinator (Greenway CAF Site Manager)
Location: Greenway Elementary School
Reports To: Regional Program Manager
Dept/Program: Community Schools
FTE: 1.0 (40 hours/week)
Status: Exempt
Created: March 2025 Job Number: PCGW0401
General Description:
Metropolitan Family Service position descriptions are guidelines. They are not intended to identify every task that an employee will be asked to complete. They are intended as a general outline of the essential work responsibilities and qualifications of the position.
Agency Culture:
- We use creative and proactive problem solving to build and sustain dynamic community-based programs and quality services
- We believe in the potential of families and individuals at all life stages and focus on prevention, wellness, and independence
- We build strong relationships by collaborating with our funders, partners, and highly trained volunteers, always striving for an extensive commitment to diversity
General Function:
Under the general supervision of the Regional Program Manager, the CAF Site Manager (Program Coordinator) is responsible for day to day operations of the afterschool program and summer program, including but not limited to: safety of students, collecting attendance, schedule/school building logistics, and the recruitment, hiring, training, and supervision of program staff.
The CAF Site Manager is also responsible for the long-term visioning, relationship building, and program quality of the Greenway Elementary CAFE Community School. The CAF Site Manager (Program Coordinator) builds and maintains relationships by clearly communicating, achieving set goals, and collaborating with the students/families, school day staff, and community partners. The CAF Site Manager (Program Coordinator) oversees program quality, maintains and tracks grant compliance, and is responsible for the data entry of 21st Century Community Learning Center (21 CCLC) offerings at Greenway Elementary. The position requires a high level of understanding and ability to operate Google Workspace, Excel, MFS Database systems, and school district database systems.
Program Administration
- Minimum of two years of experience in program development and administration
- Knowledgeable about youth development (theory and practice)
- Experience in developing and managing budgets
- Advanced knowledge and competency to operate a personal computer. Advanced competency in using Word, Excel, Google Suite and various database programs
- Possesses strong verbal and written communication skills
- Ability to manage multiple projects simultaneously
- Possesses excellent time management and organizational skills
- Possesses excellent classroom and behavior management skills
- Ability to effectively manage and maintain confidential and sensitive information
- Ability to recognize and manage critical incidents within the program and/mandatory reporting regulations and responsibilities
- Ability and commitment to continuous quality improvements and innovation of programs
Supervision
- Experience and thorough understanding of effective communication and supervision skills
- Effective understanding of employment laws, rules and regulations
- Ability to provide necessary information in a timely manner to staff and volunteers
- Ability to set quality standards for programming and ensure adherence to standards
- Abilities and experience in development and supervision of academic enrichment and/or recreational programs
- Demonstrates continued accountability for effective, timely and consistent supervision of staff and volunteers
Essential Duties and Responsibilities:
- In collaboration with school administration, staff, advisory committees, and partners, the Program Coordinator will develop core services to address the academic, enrichment, recreation, leadership, and social service needs of students and their families. The services must be developed to meet the needs of a culturally diverse school
- Ensure compliance with program and site requirements identified in the 21st CCLC grant, including the establishment of outputs and outcome reporting measures and documentation systems
- Oversee all aspects of extended day activities aligning services of community partners, school-led activities and MFS activities into one comprehensive model
- Recruit, hire, train and supervise a diverse group of staff and volunteers, provide leadership and create a sense of team
- Create and implement professional development opportunities for support staff complying with MFS and 21st CCLC training guidelines and partnering with school staff including certified teachers, ELD, and SPED
- Comply with 21st CCLC site guidelines and requirements as mandated by the Oregon Department of Education including conference attendance, budgeting, data collection, and reporting
- Collaborate with the school principal to integrate certified staff within afterschool and evening activities
- Survey and assess community needs and strengths by distributing, collecting, and tracking 21st CCLC surveys
- Develop and maintain strong and positive relationships with school administration, staff, students, families, and community partners
- Recruit and coordinate appropriate local community providers to offer their services on site and maintain those relationships with strong communication and follow-through
- Draft partner agreements and memorandums of understanding with community organizations
- Coordinate the implementation of family involvement and adult education opportunities that engage a diverse group of parents, guardians and community members in the school
- Conduct outreach to students and families to inform them of available resources and events and to recruit program participants
- Provide information and assist with linkages to broader community and social service resources
- Role model positive behavior and create strong connections with individual students while maintaining professional boundaries
- Support healthy student transitions into and out of the school, including summer programs
- Meet regularly with advisory team, school staff and community providers
- Stay closely connected with the school staff to best support student and family needs. Facilitate relationships between community partners and school staff
- Perform administrative tasks, including organizing and facilitating meetings, developing and coordinating the advisory council, drafting an annual work plan and budget, compiling and disseminating program and MFS information, data collection and writing and submitting required progress reports
- Attend regular supervision meetings with MFS Regional Program Manager
- Actively participate in all agency and program meetings, trainings and retreats
- Work directly with MFS Human Resources Department regarding hiring, employee performance and employee relations issues
- Organize, submit and maintain personnel records and documentation as required
- Effectively and consistently market the organization, communicating about MFS and its programs in a way that is both compelling and on message. Follow marketing guidelines in place when communicating with staff, volunteers, clients, partners, and potential supporters
- Comply with Metropolitan Family Service policies and procedures as outlined in the Employee and Supervisory Handbooks
Knowledge, Skills and Abilities Required:
- Minimum of two years of experience in program development
- Experience in managing budgets
- Experience in effective supervision of staff and volunteers
- General understanding of employment laws, rules and regulations
- Experience in developing and supervision of academic enrichment and/or recreational programs
- Experience with supervision and support for elementary school students
- Experience working in a public-school setting
- Experience working in collaboration with a variety of agencies and programs
- Ability to work independently and to collaborate with other MFS Program Coordinators
- Ability to communicate effectively with a broad range of individuals and groups
- Ability to communicate effectively in English and in Spanish (read, write and speak) is beneficial
CORE VALUES
Equity and Social Justice
- Values working in a multi-cultural, diverse environment
- Values and supports inclusion and program access for clients
- Supports agency goals for reducing disparity in outcomes for communities of color
- Adopts anti-racism approaches to services by understanding and acknowledging systemic and individual racism and privilege
Collaboration and Teamwork
- Ability to collaborate and communicate effectively with a broad range of individuals and groups within all program areas of MFS as well as other agencies
- Values the inclusion of multiple voices, including clients/service users, in the design and implementation of programs and services.
Education and Experience Requirements:
- Minimum of a BA or BS in public service, recreation or human services related field; MSW or MA preferred; or equivalent, related experience
- Experience working in school based academic enrichment, recreation or social services programming is preferred
- Fluency and ability to communicate effectively in languages in addition to English is strongly preferred
Other Requirements:
Personal transportation allowing for travel within the Portland Metropolitan area in a timely manner. If driving a personal vehicle must maintain a valid driver license for the state of residency, personal auto liability insurance coverage and a driving record permitting coverage under the agency auto liability policy.
MFS requires all employees and volunteers to complete a criminal background check. We review the results of all background checks individually and consider all of the circumstances of any issues that arise in a background check during the hiring process.
Work Environment:
Work is performed in an office environment, at community events, and/or at other locations as deemed necessary. May require occasional early morning, weekend or evening work. Position requires ability to sit for extended periods as well as stand occasionally. Position requires use of computer, telephone, fax machine, copier and may require accessing locations by use of stairs.
Metropolitan Family Service is committed to building a diverse workforce to broaden and deepen our work in the communities we serve. We strongly urge candidates from communities of color, disability, LGBTQIA2S , linguistically diverse populations, older adults and military veterans to consider application to our positions. MFS is an Equal Opportunity Employer.
