Program Manager

POSITION: Program Manager (SEASONAL)

REPORTS TO: Program Director

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POSITION SUMMARY:

This position is part of a seasonal team responsible for the Urban Affairs Coalition's Summer Youth Employment and Spark Youth Engagement (SYE) program.

The Spark Youth Engagement Program offers career exposure and career awareness activities for in school youth (ages 14-24) and is offered year-round. Initiatives under Spark Youth Engagement include internships (paid via stipend and non-paid), career exposure, professional development, and mentoring with the goal of entering the workforce.

UAC anticipates hiring three Program Managers. They will work to ensure the success of the programs. The Program Managers will oversee programming for all youth and directly supervise 3-4 field staff each. 

The Program Manager must be able to travel to the locations of business partners throughout the city of Philadelphia as they will assist with the recruitment, enrollment, and data management of placement sites and business partners. They will assist with the recruitment, enrollment and data management of all youth participants under the program. In addition, the Program Managers will work directly with each other and the Program Director to plan logistics and implementation of orientation sessions, youth professional development workshops, and work-based learning projects. They are responsible for ensuring all program goals are met and in compliance with funder requirements, working closely with the Program Director, Data and Information Manager, and other key staff.

This is a seasonal position beginning October and ending in March.

PRIMARY RESPONSIBILITIES:

• Work with other Managers to:
  • Identify best practice resources and methods for delivering participant orientations, mentoring, workshops, and enrichment activities;
  • Assist with logistics for guest speakers and workshops & youth professional development days;
  • Assist with the coordination and scheduling of youth orientations, placement site orientations, and youth professional development days. 
• Manage a team to ensure:
  • Oversight of placement site safety and troubleshooting workplace issues and concerns;
  • Accurate and timely youth timesheet collection and pay distribution;
  • Youth mentoring and professional development, including weekly workshops and completion of contextual learning projects;
  • Timely and accurate completion of pre- and post-assessments, satisfaction surveys, and other paperwork required by the funder or Program Director.
  • Recruit placement sites and assist placement sites with the application and approval process. 
  • Proper management of the youth enrollment process. This will include developing processes to meet the in person and virtual needs of the program.
  • Develop a process to determine youth interests and needs which will inform the placement process.

• Oversee placement site recruitment and enrollment, which includes identifying suitable business partners, conducting outreach, and completing all appropriate paperwork including background check clearances for placement site supervisors;
• Oversee related data entry and file maintenance, ensuring accurate data collection and consistent, transparent, quality communication flow both internally and externally;
• Coordinate with Program Director to ensure accurate and timely responses to inquiries from placement sites regarding program details and requirements;
• Oversee the recruitment and enrollment of youth participants, which includes conducting outreach, completing an extensive enrollment process including applicable paperwork and youth background check clearances, and conducting orientation sessions;
• Responsible for placement of youth participants at placement sites, in coordination with other key staff;
• Coordinate with the Program Director to ensure accurate and timely responses to inquiries from youth applicants and their families regarding program details and requirements.
• Oversee placement site and program implementation;
• Continue to troubleshoot any remaining issues with youth enrollment, clearances, and placement;
• Continue to troubleshoot worksite paperwork and clearance issues;
• Serve as centralized point of contact for issues and concerns from placement sites, which may require coordination with other managers and staff to resolve;
• Oversee the collection and entry of youth participation logs to ensure accurate and timely youth wage payments;
• Coordinate with Data and Information Manager to troubleshoot payroll issues with placement sites and youth participants;
• Support program close-out, including reviewing staff reports and ensuring files are complete and stored neatly;
• Perform other related duties as required to ensure program quality and funder compliance.

KNOWLEDGE AND SKILLS:

• Must be a flexible, communicative, and agile team player, able to coordinate and share resources and data;
• Strong project management skills with the ability to manage a diverse staff, a large volume of data, and troubleshoot a large volume of inquiries;
• Ability to de-escalate conflict and stay cool under pressure;
• Strong inquiry and conflict resolution skills;
• Must be able to multi-task while meeting programmatic benchmarks and deadlines;
• Good organization skills and detailed-oriented;
• Must be comfortable working with youth ages 14 -24;
• Must be willing to work some non-traditional hours, as needed;
• Must be available in-person with the ability to work remotely as needed; 
• Must be a self-starter with good time management skills;
• Experience with a Learning Management System is preferred;
• Excellent verbal and written communication skills; customer-service oriented; and
• Must be a self-starter with good time management skills.

EDUCATION AND WORK EXPERIENCE:

• Bachelor’s degree in a related field or equivalent experience;
• A minimum of 2-5 years’ experience in program management, preferably with experience in large-scale program management;
• Experience mentoring and/or teaching youth ages 14-24;
• Experience leading and managing a diverse team required;
• Experience working in the nonprofit sector preferred;
• Proficient level of digital literacy using a variety of platforms and tools; and 
• Proficient in Microsoft Office software, including Word, PowerPoint, Excel, and Google Suite.

This position requires extensive travel throughout the city of Philadelphia.

 Special Note: This position requires a criminal background check, child abuse clearance, and FBI fingerprint-based background check.