PROGRAM COORDINATOR JOB DESCRIPTION JOB TITLE: Program Coordinator JOB CODE: STATUS: Exempt DATE: DIVISION: Programs REVISION NO.: REPORTS TO: Director of Programming REVISION DATE: 7.27.17 POSITION SUMMARY: Under the direction of the Director of Programming and Leadership Development, performs a wide range of difficult to complex duties, including management duties. Uses considerable independent judgment and leadership in decisions to evaluate prospective program locations and review broadly our work in specific geographic areas for potential after-school program and summer program site locations. Creates the planning stages for a program in the identified new location based on initial research and evaluation. Provides vision and direction to the development of Project Transformation s program and advises and assists the Director of Programming and Leadership Development in planning, evaluation, and operations matters. In the spirit of the mission of Project Transformation, the Program Coordinator takes much responsibility in researching and synthesizing information about potential program locations to provide a detailed look at the demographic, financial, educational and community data for future expansion. Works closely with Director of Programming and Leadership Development in regards to planning growth initiatives and integrating new program sites. This person is responsible for upholding the mission and values of Project Transformation, including the covenant relationship with the United Methodist Church. PROGRAM OBJECTIVES: After School Program Objectives: The After-School Program runs from September thru mid-may, Monday - Thursday, for three hours each day. For approximately one hour each day, young adult leaders and volunteers and will help students with homework and improving reading skills. For the remaining two hours, it is our goal to provide an environment and curriculum that fosters mind, body, and spirit. Children will also be served a healthy meal/snack each day. 4/2014
Summer Program Objectives: Six hours of enrichment activities will be provided in the Summer Program each day, which runs from June to July (training beginning mid-may), Monday thru Thursday. The goal of the summer curriculum is to enhance the child s complete self by addressing the mind, body, and spirit. In addition to program-planned activities, each child will receive one-on-one reading time provided by volunteers. PRINCIPAL ACCOUNTABILITIES: This position requires daily, weekly and monthly responsibilities that must be complete in a timely manner. After-School Program (September through mid-may): Training in all aspects of the PT organization, program, policies and procedures. Attending recruiting events to gain hands-on experience on recruiting AmeriCorps members, semi-annual meetings with program site supervisors, weekly staff meeting, weekly program team meetings and weekly team lead meeting and ongoing training for after-school program team leaders. Researching county/town/city demographics, financial, educational and community data for potential site locations, developing comprehensive reports on potential sites and outlining a planning process for growth initiatives in identified areas of interest. Creating a strategic planning process for expansion including planning meetings with prospective program location, criteria for prospective program location proposals, steps for implementation, guidelines for establishing a steering committee, council and PT Connect Team. Researching outside community resources and potential organizations with which to partner in programming, when applicable and directed by the Director of Programming and Leadership Development. Working with prospective program location to develop collateral materials and formation of a leadership group to determine if prospective program location meets the criteria and is suitable for our program model. Providing feedback and assessment through monthly summary reports analyzing the prospect program locations submitted to the Director of Programming and Leadership Development each month. Reporting at least weekly to the Director of Programming and Leadership Development regarding program quality needs. Meeting with prospective program locations in consideration to identify specific factors related to site expansions.
Assisting with the development of public relations and communications strategies to support program goals and increase community awareness. Hosting site visits at our current program sites (afterschool and summer) for various groups from each of the prospective program locations under review. Assisting the prospect program location steering committee or leadership group to identify and meet with critical partners for our work who may provide support in the areas of housing, service providers for meals for our children and youth and community groups who may provide volunteers. Assisting with monitoring and evaluating all aspects of the after-school program, including reading, arts & crafts, recreation, book club, field trips, afternoon enrichment, and family fun nights (refer to program quality checklist when visiting sites). Providing intensive support to prospect program locations as they prepare their letters of intent and formal applications to become a Project Transformation program site location. Helping manage the information and data collection for the after-school program outlook for future sites. Summer Program (mid-may through August): Meeting regularly with and shadowing the Program Team in order to understand the preparations for the summer program, specifically for teams of AmeriCorps members who will serve in any expansion sites. Assisting with training, supervision and coaching of those young adults implementing the elementary summer program and the summer reading program. Providing support, encouragement and feedback to teams to continuously improve the quality of programming. Assisting in the development of short and long-term plans for programs, monitor progress, assure adherence and evaluate performance. Assisting in design of performance objectives and implement and monitor programming to meet desired outcomes. Assisting with developing of program quality standards for the summer program. Supporting and assessing individual programs at site on a weekly basis.
Year-Round: Organizing and establishing meetings on regular basis with designated individuals to foster positive relationships. Developing yearly expansion plan according to program needs and capacity. Ensuring database maintenance, which includes prospect program location information and contact lists. Assisting with pre-program and ongoing training and information sessions. Providing ongoing coaching, feedback and assessment to ensure high program quality standards. Assisting with program evaluations and prepare data for AmeriCorps and other reporting purposes. Assisting the Director of Programming & Leadership Development with administrative support, coaching and directing staff in operational activities to ensure compliance with company goals, objectives and budget. Reviewing on a continual basis the department procedures, staffing and equipment for maximum efficiency while controlling costs. General: Must be able to create a nurturing, supportive work environment for young adults, volunteers, interns, children, and staff. Must have positive demeanor, and be a team player. Must be willing to extend beyond stated role and responsibilities to assist the team in other areas, as needed. Must be poised and comfortable in relating to a variety of people in multiple settings. Excellent interpersonal and communication skills. Problem solver, who is well organized, methodical, and detail oriented. Must be able to accept all diverse background including sexual orientation, race, religion, and disability. Must have knowledge of developmental levels for children and youth, specifically those in an urban context. Must discern age appropriate information and behavior of students and members. Must take initiative and have the ability to establish priorities, work independently, and proceed with objectives without supervision. Has the ability to troubleshoot problems and generate solutions. Must be comfortable with public speaking and training of other personnel. Thorough knowledge of management principles, practices and methods. Ability to
communicate effectively, orally and in writing, with summer members, consultants, other governmental agency representatives, city officials and the general public; ability to conduct necessary service research and compile comprehensive reports. Must review any major problems with the Director of Programming & Leadership Development. Must complete all duties and projects as assigned by the Director of Programming & Leadership Development and back up to specific employee positions and/or procedures. EDUCATION, EPERIENCE AND JOB REQUIREMENTS: This position requires at least the following minimum requirements: Must have be a high school graduate plus 2-3 years of specialized experience teaching experience and/or out-of-school program management experience. Other related fields can include church youth ministry, volunteer programs, church outreach coordination, etc. Bachelor s Degree preferred. Must have excellent computer skills. Must be able to read, write and speak English. Must have excellent communications skills both verbal and written. Must be able to work with others to resolve issues and maintain composure in an environment of changing priorities. Must use the personal computer, including word processing, spreadsheet, database and computer aided design software, calculator, fax, phone, projectors, website and mobile phone. Must have knowledge of all company policies and procedures. Must be able to work on a time table, follow instructions, responds to management direction and solicits feedback to improve performance. Ability to work independently on assigned tasks as well as to accept direction on given assignments. Must have excellent organizational and detail orientated abilities. Must be able to work well under pressure. Possession of strong organizational skills is imperative. Must have excellent communication skills, both verbal and written. Must be able to work with others to resolve issues and maintain composure in an environment of changing priorities. Must have exceptional customer service skills and the ability to prioritize and execute tasks. Resolves problems in a timely manner. Must have excellent team experiences, working in a team orientated, collaborative environment. Must also have exceptional customer service orientation and ability to prioritize and execute tasks in a high-pressure environment. Knowledge of principles and practices of business management and marketing including personnel practices and employment laws, program budgeting, general accounting, and fiscal management practices; office procedures and business operating systems; and the appropriate methods and means of dealing with human behavior in a variety of business circumstances.
Must have strong project management principles, interpersonal skills, ability to present ideas in a business and user friendly language. This position must be able analyze complex information and keep confidentiality. May be required to work weekends and outside normal business hours due to the nature of the organization s programs. May also be required to travel out of town on occasion. Must communicate effectively, orally and in writing, in a diverse range of audiences and settings; persuasion and negotiation of conflicts and problems; assessing operational, program, staffing, and fiscal needs; interpreting legal documents and government regulations; evaluating fiscal and financial reports, forms, and data; analyzing complex written documents; identifying and resolving administrative problems; delegating responsibility and achieving results through subordinates; and maintaining order in an environment of changing priorities. Any combination of education and experience that would provide the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to a master s or bachelor s degree from an accredited college or university with major coursework in ministry, education or child/youth development and five years experience performing responsible general administrative work. Past experience with Project Transformation preferred. TYPICAL PHYSICAL AND MENTAL DEMANDS: The position requires long hours, handling conflicts, and making decisions under pressure. While performing the duties of this job, the employee must stand, walk, use hands to fingers, handle, feel or operate tools or controls; and reach with hands and arms. This position requires movement of the entire body in order to aide students in the many activities. The employee must lift up to 50 pounds, sit, climb or balance, stoop, kneel, crouch, crawl, talk and hear. The employee must have specific vision abilities required by this job include close vision, distance visions, peripheral vision, depth perception and the ability to adjust and focus. The employee will occasionally work outside in wet or humid conditions while monitoring the student s activities. All these physical requirements are for the safety and well being of the students. The noise level in the work environment is usually quiet to moderate; on occasion the noise level can be moderate to loud when summer programs and students are involved in outside activities. This position requires individual who are able to self care for themselves and the students they monitor. Critical thinking, active learning, listening, writing, speaking negotiating, persuasion, judgment, decision making and service orientation skills are mandatory for this position. The working conditions require additional hours including weekends and holidays. This position must be able analyze complex information and keep confidentiality. The position requires a problem solver,
who is well organized, methodical, detailed orientated and self-motivated. This position requires a valid Texas driver s license and applicable auto insurance. This position may require long term travel as needed. This position must be able analyze complex information and keep confidentiality.. Physical Requirements & Working Conditions: The physical demands, work environment factors and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Activities: Stand Walk Sit Use hands to finger, handle, or feed Reach with hands and arms Climb or balance Stoop, kneel, crouch, or crawl Talk Hear Taste Smell None Amount of Time Under 1/3 1/3 to 2/3 Over 2/3 Work Environment Wet or humid conditions (nonweather) Work near moving mechanical parts Work in high, precarious places Fumes or airborne particles Toxic or caustic chemicals Outdoor weather conditions Extreme cold (non-weather) Extreme heat (non-weather) Electricity Work with explosives None Amount of Time Under 1/3 1/3 to 2/3 Over 2/3
Radiation Vibration Mental Functions Compare Analyze Communicate Copy Coordinate Instruct Compute Synthesize Evaluate Interpersonal Skills Compile Negotiate None Amount of Time Under 1/3 1/3 to 2/3 Over 2/3 Weight and Force Demands: Up to 10 pounds Up to 25 pounds Up to 50 pounds None Amount of Time Under 1/3 1/3 to 2/3 Over 2/3 Vision Demands: No special vision requirements Close vision (clear vision at 20 inches or less) Distance vision (clear vision at 20 feet or more) Color vision (ability to identify and distinguish colors) Peripheral vision Depth Perception Ability to Focus Required Noise Level Very quite Quite Moderate Loud Required
Very loud I understand the physical demands, work environment factors and mental functions of this job. I can fulfill the essential functions of this position as described in this job description: Employee Signature Date Cc: Employee Personnel File