SUMMARY OF RESPONSIBILITIES:
The primary purpose of the Program Coordinator (PC) working in local, state or federally funded programs, is to deliver high-quality, impactful programs at an out of school time program while building positive relationships with participants, parents and campus faculty and staff. The PC will coordinate with the Area Program Manager (APM) to lead a small team facilitating programming that meets the terms and requirements of each funding source that supports their site, as well as, agency regional and area goals. The PC will foster positive and productive relationships with campus faculty and administrators. The PC will ensure that all communications, marketing and budget directives are coordinated on site and all staff at that site are aware of expectations. The role is responsible for collaborating with their Area Manager and other leaders in their area to provide regular updates and reporting on site action plans, financials, participant recruitment, staffing, observation and assessments and overall performance. The PC will manage the coordination of site calendars and delegation of duties and tasks to their team. The PC will also be responsible for leading and coaching their team of direct reports and orienting new staff to their program with the help of the program development team. This position is required to lead summer enrichment programs.
General Duties
- Plans program and delegates daily duties for activity and enrichment plans.
- Conduct student daily attendance, facilitate parent/guardian pick-up process and maintain attendance records.
- Leads and manages on site staff including observing enrichment activities, staff attendance and performance.
- Facilitates on site weekly staff meetings and daily huddles.
- Delivers and executes detailed plans for acquisition and management of supplies and materials.
- Delivers and executes area communications and marketing to staff, campus and parents.
- Trains and orients the onsite portion of new hire training for new staff as required.
- Ensures that site grant outcomes are achieved and that programmatic survey instruments are deployed and collected by deadlines.
- Responsible for meeting all directives included in individual site and grant action plans for program improvement.
- Identifies, assesses, establishes and maintains strategic relationships with school staff, faculty and administration.
- Identifies and participates in and with campus organizations (i.e. PTO, Campus Improvement Committees etc.)
- Serves as the first level of contact for parent, participant and campus issues, compliments and complaints.
- Coordinates snack and meal programs and completes any required reporting.
- Ensures program meets all contract, grant and agency requirements.
- Follows all agency health and safety procedures.
- Plans and participates in observations, parent conferences and create plans for student success.
- Implements and guides staff in employing the agency behavior management model, strategies and practices.
- Provides accurate and timely delivery of program information and paperwork.
- Reports all critical incidents/accidents immediately to APM.
- Recognize and report all suspected, disclosed and/or confirmed cases of abuse and/and or neglect immediately as a mandated reporter.
- Learn, model and promote emotional intelligence skills.
- Organize, plan and deliver community, campus and family events.
- Manage vendors, contractors and club leaders that may be working within program.
- Articulate the Clayton Youth Enrichment Vision, Mission, and Values.
- Manage staffing situations as they occur on site including stepping into group management when necessary.
- Staff and facilitate district and agency enrichment and summer programs as required.
- Attend all required trainings and meetings as required for grant compliance and Clayton.
- All other duties as assigned.
SOCIAL AND EMOTIONAL LEADERSHIP COMPETENCIES:
- Self-Awareness: Ability to fully understand the impact emotions have on performance, assessment of strengths and weaknesses, relationships, and others. Demonstrates self-confidence, initiative, motivation, optimism and flexibility.
- Self-Management: Ability to manage behaviors, thoughts, and emotions in a conscious and productive way. Models the ability to implement self-control in assessing frustrations and failures and models resilience and courage. Understands personal responsibility in different aspects of life and work, and what is needed to fulfill that responsibility.
- Social Awareness: Ability to understand and learn about the diverse perspective of others. Includes listening, honoring others views, assessing impact of words, and the desire to serve others in effort to meet their needs appropriately and professionally.
- Relationship Skills: Ability to build relationships which model caring, concern and healthy conflict. Demonstrates positive methods of collaboration and conflict resolution. Ability to positively lead and inspire others and integrate such models personally. Demonstrates ability to support positive work culture, which encourages results from others.
- Responsible Decision Making: Ability to make constructive choices about personal behavior and social interactions based on ethical standards, safety concerns, and social norms; the realistic evaluation of consequences of various actions; and a consideration of the well-being of oneself and others
STAFF MANAGEMENT:
- Supervise and support site leadership to achieve agency goals into daily operations.
- Ensure that sites have adequate staffing.
- Complete annual and mid-year performance appraisals and employ coaching strategies on both personal and programmatic goals.
- Promote high expectation levels with corresponding recognition for excellence and achievement.
- Model and employ coaching strategies to empower site leadership and staff to have ownership over their programs and problem solve effectively.
PROGRAM DEVELOPMENT:
- Observe, assess and evaluate program fidelity and compliance.
- Collect data and work with RPM to generate report cards in order to build area action plans based on evaluations, feedback, site observations and action plans.
- Distribute marketing materials and track enrollment and budget expenses.
- Work with Clayton coaching team to provide technical assistance and coaching improve quality and service delivery by site.
- Serve as a liaison between campus administrators and Clayton office.
- Respond to concerns of participating campus administrators and parents.
- Mediate and facilitate effective resolution of conflicts in a timely fashion.
- Ensure that Clayton’s agency goals are fulfilled per area, and that there is clear evidence of the mission, values and vision in each area.
- Trains and orients staff through new hire training and shadowing.
- Creates and manages site requisitions for new positions and works with SPM to keep all trackers updated.
ADMINISTRATIVE:
- Ensure programs meet all regulations and requirements of governing agencies.
- Enforce effective procedures and policies to ensure a productive program.
- Establish and monitor each sites budget.
- Prepare and provide reports as required, and maintain regular data collection.
- Prepare reports and propose points of action to ensure that all area minimum standards compliance documentation is met.
- Tracks and submits reports in Paycom and Nexonia in a timely manner.
- Purchases all necessary program supplies.
- Collects lesson plans and logs activities for tracking.
- Works to identify free and paid vendors, speakers and program enhancing resources for sites.
PROFESSIONAL CONDUCT:
- Actively engage in professional and personal development.
- Ability to receive and conduct coaching and regular feedback sessions.
- Conduct oneself in a professional, ethical manner, in accordance with generally accepted community standards and organization’s employee policies.
- Ability to complete Clayton onboarding process and preservice requirements in a timely manner.
- Ability to relate to adults and children from different environments and backgrounds.
- Ability to respond quickly and appropriately to an emergency or a crisis situation
PHYSICAL CONDITIONS:
- Requires daily standing, sitting, bending and stooping.
- Requires normal range of hearing and vision.
- Requires that staff are able to supervise a group of students both visually and auditory at all times.
- Requires the ability to lift up to 40 pounds.
WORK ENVIRONMENT:
- Ability to work flexible schedules when necessary, and drive to multiple locations.
- Available to work Saturdays and/or evenings if needed (approx. 3-4 times per year)
- Complete 30+ hours of paid training/professional development, occasionally out of the area.
ENVIRONMENTAL CONDITIONS:
- Noise level in the work environment is usually moderate.
- No or very limited exposure to physical risk
- Risk of exposure to childhood diseases
This position description does not list all the duties of the job. Incumbent may be asked to perform other functions and duties. Incumbent will be evaluated in part based upon performance of the responsibilities in this job description.
