Program Operations Coordinator

Position:  Program Operations Coordinator

Status: Full-time, Non-exempt

Salary: $25.00 - $26.20

Reports to: Director of Youth Programs

About YWCA Central Carolinas: YWCA Central Carolinas is on a mission to eliminate racism, empower women and promote peace, justice, freedom and dignity for all. Since 1902, YWCA has evolved to meet the needs of the surrounding community. Today, our programs include transitional housing, youth literacy programs, racial justice and advocacy work and a co-ed fitness center.

YWCA’s Youth Programs provide affordable, accessible out-of-school literacy programming for students from low-income households at four Youth Learning Centers (YLCs) in Mecklenburg and Union counties. Offered after school each day and all-day during breaks, teacher workdays and the summer, the literacy-based program supplements students’ classroom learning with the goal of improving each youth’s reading ability and supporting students holistically as they pursue their literacy goals.

Position Objectives: The Program Operations Coordinator (POC) provides direct oversight of daily onsite operations ensuing quality care is provided within the K – 5 literacy-based, after-school and out-of-school programming for two locations.  In coordination with the Student Success Advisors and the Program Support Coordinator, this role oversees day-to-day operations, enrollment, program planning and implementation of quality services while following YWCA guidelines. 

Staff must be available to provide support to Student Success Advisors as needed during the workday and be able to rotate to work out of each location weekly to provide onsite coaching and support. After-school hours of care are generally Monday – Friday, 2:30pm – 6:00pm and 9:00am – 5:00pm during school breaks and planned school closures. Staff are expected to have office hours for administrative tasks the first part of the day and during blackout dates. Ability to work weekends and evenings on occasion.

Supports Onsite Staff

• In coordination with the Program Support Coordinator, plans and prepares daily activities for assigned locations.
• Plans and implements the monthly schedule of activities, including reading programs, special activities, daily nutritional program, field trips and mindfulness activities to meet the individual academic and social needs of youth. 
• Plans and implements full day programming, follows individual school calendars closely to plan for adjustments in program hours and putting a full day nutritional plan in place. Communicates with families as each full care day approaches. Ensures onsite staff are aware of adjustments in schedule.
• Facilitates communication with families regarding all aspects of the program including: changes in schedule, emergency closures, illnesses, program updates, etc.
• Ensures transportation needs are planned including coordinating with the onsite staff to ensure field trips and other offsite activities are covered.
• Performs CACFP child nutrition duties per state and federal guidelines including creating and distributing the menu, completing snack orders and disbursement to assigned locations. Properly documents meal counts and monthly submissions in a timely manner. 
• Available to cover critical duties for short-term absences, acting as the primary contact for families, community partners and co-workers. Plans for coverage needs if staff are absent.
• Provides coaching and support when staff need hands on training.

Grows Enrollment for Youth Programs

• Actively networks with schools, teachers, neighborhood residents and families to promote the program and sustain enrollment goals. 
• Maintains enrollment of up to 30 youth per location.
• Maintains a waitlist of potential youth to enroll.
• Provides enrollment packets as needed to prospective families, providing support when needed to expedite completing documents. Reviews packets to ensure all forms and documents are turned in and completed correctly.
• Oversees all enrollment requirements, reviewing documentation and support to ensure youth meet grade level requirements for the program and families meet the financial components to qualify for the program.

Collaborates with the Community

• With oversight and approval from the Director, may act as a primary point-of-contact for initial conversations between families, schools and community organizations.
• Assists with community needs and works with the Director to develop new services as appropriate for youth and families.
• Schedules collective event activities with external partners serving all locations as determined by the Director.
• Works closely and collaborates with facility partners to build and maintain positive relationship.
• Makes regular visits to Second Harvest and other partner organizations to secure community provided resources for youth and families. 

Role in Supporting Department of Youth Programs

• Provides program overview and trains Student Success Advisors and volunteers. 
• Manages database independently, handling tasks related to setting up and managing family accounts, invoicing, online payment processing, attendance, billing and attendance reporting and other administrative tasks.
• Ensures compliance with all regulatory and contractual obligations, with focus on enrollments. 
• Monitors absences closely to ensure only active participants are enrolled in the program, escalates absence concerns when appropriate with the family and Director.
• Ensures youth are withdrawn in a timely manner following department standards. This includes monitoring youth who have aged out of the program, no longer meet the financial component for the program or who have recurring absences. 
• Participates in organization and departmental meetings and annual professional development training. 
• Creates and maintains youth files and stores them in a secure location ensuring all personal and medical information is not accessible per privacy and confidentiality standards.
• Submits all required reports, documents and information requests accurately and on time. 
• In coordination with the Program Support Coordinator and the Director, helps determine and communicate department goals.
• Maintains knowledge of current practices in the field of family empowerment and participates in staff development and professional growth opportunities.

Ensures Safety of Youth and Property  

• Knows all safety standards and escalates any unsafe conditions appropriately and in a timely manner. 
• Follows all incident/accident reporting protocols if a youth or employee is injured or there is a motor vehicle accident while driving on the organization’s behalf.
• Maintains line of sight visual supervision of all youth to ensure safety and security.
• Manages behavior in alignment with established guidelines and protocols in accordance with YWCA practices; escalating concerns when appropriate with the Director.

Education and Experience: Bachelor’s Degree in Early Childhood Development, Elementary Education, Social Work, Recreation, Sociology, Human Services or equivalent education required. Minimum of four years of experience working with youth. Possesses excellent communication skills, both written and oral. Ability to problem solve and plan ahead. Ability to maintain files, information, provide data for reports, use specialized software and operate standard program, classroom and instructional equipment. Ability to establish and maintain effective relationships with youth, families, partners, schools, co-workers and in the community. 

Must be at least 21 years or older. A valid North Carolina or South Carolina driver license with three years of driving experience required. Maintains appropriate training/licensure as outlined in bus fleet guidelines and complies with safety standards associated with operating a company vehicle. Position requires staff to drive a personal vehicle to the Park Road YWCA campus regularly and drive a 15-passenger bus for program transportation needs. An AHA or Red Cross endorsed Adult/Child CPR, AED, First Aid certification is required and must be maintained while in this role. 

Benefits:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Long-term Disability Insurance
• Short-term Disability Insurance
• Flexible Spending Account/Health Savings Account
• Dependent Flexible Spending Account
• 9 Paid Holidays and 3 Floater Holidays
• 19 days of Paid Time Off (increases in accrual at 2, 5, 7 and 10 years of employment)
• Extended Sick Leave
• Family Leave
• Volunteer Time Off
• 403(b) Retirement
• YWCA Retirement Fund (7% contribution made on your behalf after 2 years of employment)
• Employee Assistance Program
• Free YWCA Fitness Center Employee Membership (discounted family membership available)

Physical Requirements: The physical requirements described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable    individuals with disabilities to perform their job. Required certifications for the position may have stricter physical requirements and when those conflict with the job description, YWCA will follow the requirements in the certification.

While performing the duties of this job, the individual is regularly required to talk or hear. Specific vision abilities required by this job include close and distant vision required for monitoring and maintaining safety of youth. Must be able to scan the room continuously and maintain line of sight for youth in care. Must communicate clearly, including projecting voice across distances. Must be able to hear noises and signs of distress. Occasionally required to remain stationary while working on administrative tasks and perform repetitive motion tasks that may include the wrists, hands and/or fingers. Must be able to operate standard office equipment and keyboard. Frequently required to stand, stoop, kneel, crouch, bend, walk, jump, reach with hands, arms and legs. Ability to lift and move 40 pounds. Must practice proper body mechanics to prevent injury.  Must be emotionally and physically fit to care for youth on a daily basis and not be on any medication that would affect the ability to maintain safety while working with youth.

Required to ensure the safety and well-being of individuals by acting decisively and compassionately in high-pressure situations, including, but not limited to: the fire alarm being sounded, inclement weather, building evacuations, shelter in place and other emergencies. Must be able to perform all physical requirements for emergency CPR, AED and First Aid. 

Other Information: Employment with YWCA Central Carolinas is contingent on successfully passing all of our pre-employment screenings, including but not limited to: a drug screening, reference checks, proof of certification (if applicable) and a background check. If applicable to the position, YWCA Central Carolinas employment may be contingent on a candidate meeting driver approval criterion as determined by motor vehicle record background check.

YWCA fully subscribes to the principles of equal employment opportunity and is committed to complying with all regulations under federal, state and local law. Recruiting and employment decisions are based on qualifications and capabilities to perform the essential functions of the job.

To apply, please go to our website: https://ywcacentralcarolinas.org/work-with-us/